Location: Sandringham, Johannesburg
Position Type: Fixed term
Purpose of the Job
The purpose of this role is to be the welcoming face of the organisation to beneficiaries and the public, while providing reception services and generalist administrative and secretarial support to the Intake Consultants.
Role and Responsibilities
Switchboard
- Answer, transfer and make calls as and when required.
- Take clear and complete messages.
- Manage and coordinate community appointments for the Intake Consultants on the Outlook calendar.
Office Administration
- Perform general administrative, office and clerical duties.
- Provide general administrative support to the Welcome Services team.
- Manage the reception area and attend to clients awaiting appointments.
- Manage and coordinate petty cash distributions.
- Ensure venues have the necessary equipment (i.e. flip charts, projectors, etc.).
- Capture relevant data into the Social Services system.
- Submit invoices to the GM of Social Services for sign-off and forward to Finance.
- Ensure consumables and stationery are ordered and available timeously.
- Log, monitor and follow up on all Help Desk-related queries.
- Sign for and receive documentation and packages on behalf of staff.
Documentation – Typing & Filing
- Assist with typing correspondence, including letters, documents, forms, reports and emails.
- Correct and format documents.
- File and store information.
- Photocopy as required.
- Update SOPs, policies and procedures as requested.
- Compile client files.
- Upload and submit applications to Chev entities for assessment purposes.
Ethics & Customer Service
- Maintain strict confidentiality in all work-related matters.
- Deal compassionately and professionally with all beneficiaries and stakeholders.
Reliability
- Be accountable and take ownership of allocated tasks and projects, seeking supervision from administrative staff as required.
- Communicate challenges timeously to avoid irreversible situations.
- Work around deadlines.
Communication
- Communicate effectively.
- Ask when in doubt and clarify any uncertainties.
Teamwork & Flexibility
- Support other team members in completing their work.
- Ensure tasks are completed and deadlines are met.
- Understand that the team depends on you.
Qualifications And Education Requirements
- Minimum 3 years work in secretarial and office administration
- Computer Skills in Word, Microsoft Office and Excel, non-negotiable
- Grade 12 certificate
- Secretarial course is advantageous
Preferred Skills
- Excellent verbal and written communication skills
- Empathic
- Good listening skills
- People friendly and accommodating
