Job Description

Main purpose of the job:

• To deliver a comprehensive approach to operational efficiencies by assisting the Executive Office Portfolio Manager with all operational functions, systems, and processes in the Executive Office

Location:

• 7 Esselen Street, Hillbrow, Johannesburg

Key performance areas:

• The Executive Office provides direct support to the Executive of Wits RHI
• The Executive Office is looking for a reliable, professional, enthusiastic and energetic person to work as a Senior Administrator and provide direct support to the Portfolio Manager
• This exciting role provides a support and coordination role that is professional, comprehensive and exclusive
• Outputs will include:
• Be the first contact for both internal and external enquiries
• Liaise with internal stakeholders that collate Institute reporting requirements updating all the Executive Director's inputs and outputs required to ensure reporting accuracy
• Maintain a centralized filing system on the Executive Office Drive and in the Executive filing Office
• Create, manage, and maintain an assortment of grids (travel, reimbursement, presentations, publications, etc.) for a variety of purposes
• Update and maintain records of all academic publications by the Executive Director
• Update and maintain the Executive Director's Curriculum Vitae
• Provide administration support for adhoc requirements in a timeous and effective manner
• Escalate important and relevant matters to Executive Office Portfolio Manager for timeous intervention
• Liaise with Operations/IT and/or Facilities teams to report, follow up and ensure all Executive Office work tools are in optimal condition and in working order
• Ensure administration packs are prepared timeously for all diary meetings
• Maintain a weekly diary forecast of the upcoming week for the Executive Office
• Maintain and input on Portfolio Manager and Executive Director to do list
• Maintain an up-to-date, accurate record of all the Executive Office travel arrangements
• Create duplicate travel packs for the Executive Director and the Executive Office Portfolio Manager when required; ensure that the travel packs have information that is accurate and accessible
• Reconcile Executive Office expenses on a weekly basis with the WHC Grant's and Finance Teams
• Maintain a manual and electronic filing system of all Executive Office expenses
• Ensure regular follow up and resolution of all reimbursements for expenses
• Ensure timeous monthly submission of HR related documents (leave forms and timesheets)
• Take ownership and accountability for tasks and demonstrate effective self-management
• Follow through to ensure that quality and productivity standards of own work are consistently and accurately maintained
• Maintain a positive attitude and respond openly to feedback
• Take ownership for driving own career development

Required minimum education and training:

• Relevant Advanced Diploma or Bachelor's Degree in Office Administration or related field

Required minimum work experience:

• Minimum 3 - 5 years' experience in office administration

Desirable additional education, work experience and personal abilities:

• Able to maintain confidentiality, tact, and professionalism at all times
• Exceptional organizational and administrative skills with working knowledge of Microsoft Office
• Excellent written and verbal communication skills
• Self-motivated, able to work independently and work as part of a multidisciplinary team
• High level of detail orientation

TO APPLY:

• Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
• Please Apply Online.
• Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position.
• The closing date for all applications: 19 July 2024.
• Note AJ Personnel is fully POPI compliant.
• Note WHC, in accordance with their Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.

Please note:

• AJ PERSONNEL is only responsible for the advertising of the advertisement on behalf of their client Wits Health Consortium.
• Wits Health Consortium will only respond to shortlisted candidates.
• Candidates who have not been contacted within two weeks of the closing date can consider their applications to be unsuccessful.
• AJ Personnel does not have any salary or other information regarding the position.

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