Job Description

Closing Date 2025/02/12
Reference Number LAN250205-2
Job Title Office Administrator : Satellite - Port Elizabeth
Division Banking
Unit Commercial Development Banking
Job Type Classification Permanent
Location - Country South Africa
Location - Province Eastern Cape
Location - Town / City Port Elizabeth
Job Advert SummaryThe Land and Agricultural Development Bank of South Africa (Land Bank) is South Africas only specialist agricultural bank established in 1912, the banks sole objective is to serve South African commercial and emerging farmers and bring specially designed financial services within their reach. These services enable farmers to finance land, equipment, improve assets and obtain production credit. The Land Bank provides financial services that have moved with the times and continues to provide services to agri-business and constantly reviews its offerings to ensure that they match the needs of an industry. As change has swept across the sector in South Africa the socio-economic makeup of agriculture has altered, bringing new entrants from historically disadvantaged backgrounds on to the land, these new farmers, facing the challenges of establishing sustainable agri-businesses across the agricultural value chain, Land Bank has been a commercial lifeline offering appropriately designed financial products that facilitate personal and commercial viability in a sector that is vital to the sustainability of South Africa and its people.MAIN PURPOSE OF THE JOBSupport the delivery of a consistently excellent customer experience acting as the first point of client contact at the provincial office.In addition, responsible for the daily handling and reconciliation of petty cash and financial and general administrative duties to support the Provincial Head and other staff in accordance with established procedures, guidelines and schedules.Daily activities within the Satellite Office include reception, switchboard,and asset management reception, switchboard, record management,internal meetings scheduling, minutes taking, office budget inputing & monitoring, support Relationship Managers with account management administrative tasks, client appointment & meetinings scheduling , asset management. Office stakeholder events co-ordination and using internal systems such as Onbase, creating BP numbers and contracts on SAP.
Key Performance Areas1. Office administration and secretarial duties

• Maintain office filing and storage systems and keep filing / document management system up to date.
• Create list of documents to be destroyed as part of the annual document clean-up process.
• Monitor and order office supplies such as stationery & refreshments etc.
• Maintain supplier vendor list.
• Open, sort, and distribute incoming mail, and prepare outgoing mail as directed.
• Perform errands that assist daily functions e.g. post office and banking.
• May be required to perform additional secretarial duties.

Support needs of Provincial Manager where required:

• Coordinate and manage schedule, including meetings, appointments, and travel arrangements.
• Arranged necessary requirements for meetings or events occuring at Satellite office.

Support Banking Team:

• Check the intranet and update CRM in support of leads management for the Satellite Office.
• Scan client loan and grant application supporting documents.
• Save supporting documents on Onbase for relevant client file.

2. Perform reception and switchboard function

• Meet and greet clients, ensuring that clients are directed to the appropriate individual.
• Answer telephones, direct calls, take messages and return calls as appropriate.
• Responsible for directing of general queries to the appropriate individual.

Events management and external stakeholder management * Coordinate events with internal and external stakeholders where required and scheduling events ensuring they align with both internal and external stakeholders.

• Serving as the primary point of contact for all external stakeholders.
• Sending invitations, confirmations, and follow-up communications to participants.

Being a champion of governanace and reporting

• Champion governance and compliance by ensuring reporting documentation is done correctly.
• Ensuring that all governance-related documents are properly maintained and accessible.

3. Support financial and payroll administrationAsset Control and Purchase
o Keep and update records of all assets in building and submit to Head Office to ensure that all items are bar-coded.
o Periodically conduct stock take and update records to ensure balancing.

• Payment Requests

Prepare request for payments requisition together with supporting documentation; i.e. invoices, reports, memos, letters, client (financial statements) and other documents, as directed by the Provincial Head, send requests for payments where required to head Office. * Provide documentation sourced from files and records as requested.

• Provide information for auditing purposes as directed by Provincial Head.
• Update all the relevant registers.
• Perform procurement related activities.
• Support fleet management.
• Manage Petty Cash.
• Accounts payables.
• Journal requests.

4. Effective and efficient management of Land Banks records in on-site and off-site storage in accordance to legislation and the banks policies and procedures.Records Management

• Ensure proper storage of records on-site in accordance with legislation and Land Banks policies.
• Ensure effective inventory lists are available for records assets on-site for efficient tracability of records.
• Monitor and document records transferred to off-site storage to ensure accountability and tracability of records when needed.
• Monitor and document retrieved records from off-site storage and record tracking to ensure accountability and records tracability at all times.

5. Continued tracking and management of records in accordance to Land Banks Retention Schedule, effective records monitoring of the required retention and the subsequent destruction process thereafter

• Manage and apply the records retention process on site in accordance to legislation and Land Banks policies and retention schedule
• Apply for required disposal permission and ensure effective management of the subsequent disposal of records including the proof of destruction certification process thereafter.

Preferred Minimum Education and Experience

• Relevant office or business administration certification or Relevant diploma
• Experience in administration in a similar position - 2 years

Critical Competencies

• Administrative
• Computer Literacy
• Communication
• Co-ordination
• Reporting
• Interpersonal
• Planning
• Problem solving
• Writing
• Critical Thinking
• Active Listening

Additional Requirements

• Extended hours as and when required

Land Bank