Admin Assistant

Job Title: Administrative Assistant

Job Type:Full-time (Fixed Term Contract)

Location:Kuilsrivier, Western Cape

Remuneration:R17,000 - R20,000 per month

About the Organisation:

Our organisation is dedicated to providing appropriate cover to all road users within the borders of South Africa. Our mission includes rehabilitating and compensating persons injured as a result of motor vehicle accidents in a timely and caring manner, and actively promoting the safe use of our roads. We are committed to the principles of employment equity.

About the Opportunity:

We are seeking a diligent Administrative Assistant to provide essential day-to-day administrative support to a key department. This is a 3-year fixed-term contract role, ideal for an organised individual who can maintain high standards of confidentiality and efficiency in a busy office environment.

Purpose of the Job:

The Administrative Assistant is responsible for providing comprehensive administrative day-to-day support to the respective department.

Key Responsibilities:

Compliance Administration

• Maintain up-to-date written documentation related to the department's business activities.

• Ensure full compliance with organisational policies and process standards.

• Keep abreast of internal standards and business goals to ensure adherence to sound internal controls.

Office Coordination

• Assist in the maintenance of correspondence, filing, telephonic queries, and provide general administration support to the office.

• Maintain strict confidentiality in all matters relating to the office.

• Assist in making follow-ups on outstanding matters.

• Ensure all requests are handled and responded to within set timelines.

• Engage and follow up with Processing Centres on outstanding matters.

• Assist in ensuring the availability of stationery within the department.

• Validate and verify information and documents submitted for accurate capturing and further handling.

• Ensure all systems and registers used are kept up to date.

• Check for duplicate documents, requests, and queries, and report on them.

• Allocate reference numbers and accurately capture related documents on different systems.

• Allocate matters to responsible team members.

• Draft and send out letters to all stakeholders as required.

Meeting Support

• Aid in arranging meetings on behalf of the department.

• Assist with taking and distributing minutes in accordance with set governance standards.

• Create and maintain a register to track outstanding matters.

• Support in the maintenance of a follow-up plan on meeting resolutions and outstanding matters.

• Ensure confirmation of meetings and effective management of team diaries.

• Schedule appointments with internal and external stakeholders as and when required.

Document and Records Management

• Administer the records management and filing processes in line with the organisational filing plan.

• Ensure that the filing system is always up-to-date and functional.

• Aid in the retrieval of information at all times as requested in the office.

• Ensure confidentiality of all documents under control and that documentation reaches the intended recipients.

• Acknowledge the receipt of documentation, apply a file number allocation, record data onto the computer system, and file appropriately.

Qualifications:

• Matric or Grade 12 certificate.

Experience:

• Relevant 1 year’s experience in an Administrative or similar environment.

Behavioural Competencies:

• Planning, organisation, and coordinating.

• Personal mastery.

• Emotional wisdom and decision-making.

• Ethics and values.

• Client service orientation.

Technical Competencies:

• Computer literacy in MS Word, Excel, PowerPoint.

• Excellent planning and organisational skills.

• Good administrative skills.

• Ability to access required information.

• Writing skills.

• Basic understanding of SCM processes.

• Basic financial acumen.

To Apply:

Please submit your CV and a cover letter detailing your relevant experience.