<h3>APPLY FOR AN OFFICE ADMIN POSITION AT TSHIAMISO TRUST</h3>
<p> ;</p>
<p><strong>ROLE DESCRIPTION</strong><br />
<strong>JOB TITLE: Office Administrator</strong></p>
<p><strong>PRIMARY PURPOSE</strong><br />
<strong>Responsible for general receptionist duties, office and facilities management, occupational health and safety protocol coordination and complaints management.</strong></p>
<p><strong>ORGANOGRAM COO</strong><br />
<strong>Office Administrator</strong></p>
<p> ;</p>
<p><strong>KEY PERFORMANCE AREAS AND RESPONSIBILITIES</strong><br />
<strong>Key Performance Area Performance Outputs Reception Services Provide reception services namely:</strong><br />
<strong>• Receive visitors at the main reception at the Tshiamiso Trust head office.</strong><br />
<strong>• Greet visitor in a friendly, professional and efficient manner and establish purpose of the visit.</strong><br />
<strong>• Receive special guests who have come to meet with any of the Executive Members.</strong><br />
<strong>• Contact staff member to be visited and inform him/her of the arrival of the visitor.</strong><br />
<strong>• Inform visitor regarding relevant arrangements and ensure that visitor is comfortable.</strong><br />
<strong>• Provide assistance to claimants who contact Head Office directly and direct their queries</strong><br />
<strong>appropriately.</strong></p>
<p> ;</p>
<p><strong>• Ensure effective control over documents received from and delivered to visitors by maintaining</strong><br />
<strong>an effective document received register system.</strong><br />
<strong>• Ensure that the Reception is staffed at all times during business hours.</strong><br />
<strong>• Ensure effective co-ordination when handing over duties at all times.</strong><br />
<strong>• Monitor incoming and outgoing visitors parking.</strong><br />
<strong>Switchboard Carry out switchboard duties for the Trust namely:</strong><br />
<strong>• Timeously taking and delivering accurate messages on behalf of all staff members.</strong><br />
<strong>• Greet personal and telephone callers and find out the nature of their enquiry.</strong><br />
<strong>• Provide information to assist clients or refer them to appropriate contacts in the Trust.</strong><br />
<strong>• Internal reporting on all current and future activities regarding reception’s functional area.</strong><br />
<strong>• File papers and documents as requested.</strong></p>
<p> ;</p>
<p><strong>Role Profile 2024 –Office Administrator</strong><br />
<strong>• Organise conference calls.</strong><br />
<strong>Office Administration Attend to office administrative duties namely:</strong><br />
<strong>• Liaise with courier services as required.</strong><br />
<strong>• Distribute delivered mail.</strong><br />
<strong>• Order and distribution of office supplies and stationery.</strong><br />
<strong>• Oversee equipment and office repairs and installations as requested.</strong><br />
<strong>• Handling deliveries incoming and outgoing.</strong></p>
<p> ;</p>
<p><strong>• Managing meeting room and office bookings.</strong><br />
<strong>• Manage parking.</strong><br />
<strong>• Managing arrangements for special guests.</strong><br />
<strong>• Attending to travel arrangements for Executives, Board of Trustees, and other as required.</strong></p>
<p><strong>Facilities Management </strong></p>
<p><strong>• Respond swiftly to emergencies and coordinate repairs.</strong><br />
<strong>• Report any issues regarding printers, aircons etc.</strong><br />
<strong>• Maintain company security (arm and disarm alarm).</strong><br />
<strong>• Manage communication with security service provider.</strong><br />
<strong>• Liaise with security company on call outs and other issues related to office security.</strong><br />
<strong>• Report any security concerns to service provider/COO.</strong><br />
<strong>• Manage cleaning staff.</strong></p>
<p><strong>• Ensure cleaning staff adhere to company standards.</strong><br />
<strong>• Ensure that the office and meeting rooms are kept clean and tidy at all times.</strong><br />
<strong>• Ensure windows and carpets are cleaned annually.</strong></p>
<p> ;</p>
<p><strong>Complaints Management </strong></p>
<p><strong>• Manage complaints process.</strong><br />
<strong>• Attend to claimant queries and complaints.</strong><br />
<strong>• Log and assign complaints and refer to process owners.</strong><br />
<strong>• Close all resolved complaints.</strong><br />
<strong>• Compile complaints report monthly &; quarterly.</strong></p>
<p><strong>Occupational Health &; Safety</strong><br />
<strong>• Provide assistance to the COO to manage and ensure adherence to occupational health and</strong><br />
<strong>safety policies and protocols in the office.</strong><br />
<strong>• Liaise with persons appointed to perform functions ito relevant occupational health and safety</strong><br />
<strong>legislation as required.</strong><br />
<strong>• Arrange meetings of and take minutes of the safety committee.</strong><br />
<strong>• Maintain occupational health and safety file.</strong></p>
<p><strong>ADHOC: Perform any and all responsible tasks given by the Manager</strong></p>
<p> ;</p>
<p><strong>MINIMUM REQUIREMENTS (What is required to perform the Essential Duties)</strong><br />
<strong>Minimum Ideal</strong><br />
<strong>• Diploma in Office Management or related tertiary</strong><br />
<strong>qualification</strong><br />
<strong>• Level 3 First Aid an advantage</strong><br />
<strong>• Knowledge of safety regulations and compliance</strong><br />
<strong>requirements such as the Occupational</strong><br />
<strong>• Health &; Safety Act and COIDA.</strong><br />
<strong>• Complaints/queries experience would be an</strong><br />
<strong>advantage &#8211;</strong></p>
<p><strong>• Knowledge and an understanding claim settlement</strong><br />
<strong>• 3 to 5 Years’ experience</strong><br />
<strong>• (minimum 3 years Operational Execution)</strong><br />
<strong>• English + 2 other languages (Zulu, Sotho, Xhosa,</strong><br />
<strong>or Portuguese)</strong><br />
<strong>Knowledge, Skills and Abilities Required (Competencies &; level of competencies)</strong><br />
<strong>Role Profile 2024 –Office Administrator</strong></p>
<p><strong>Managerial and Technical Competencies:</strong><br />
<strong>• Ability to work methodologically and accurately</strong><br />
<strong>• Ability to work under pressure</strong><br />
<strong>• Ability to be hospitable and welcoming at all times</strong><br />
<strong>• Ability to prioritise and manage time effectively</strong><br />
<strong>• Good interpersonal skills</strong><br />
<strong>• Good presentation</strong><br />
<strong>• Ability to act with tact and discretion</strong></p>
<p><strong>• Ability to communicate with all levels of staff, claimants,</strong><br />
<strong>clients and various individuals</strong><br />
<strong>• Ability to perform the administration relevant to given</strong><br />
<strong>tasks/ projects</strong><br />
<strong>• Proficient in speaking and writing in English</strong><br />
<strong>• Proficient in speaking and writing, Xhosa, and, or, Sotho or Zulu</strong></p>
<p> ;</p>
<p><strong>Generic Competencies:</strong><br />
<strong>• Attention to detail</strong><br />
<strong>• Organising</strong><br />
<strong>• Administration</strong><br />
<strong>• Rapport building</strong><br />
<strong>• Verbal and written communication</strong></p>
<p><strong>• Personal development</strong><br />
<strong>• Tact</strong><br />
<strong>• Teamwork</strong><br />
<strong>• Adaptability</strong><br />
<strong>• Customer Focus</strong><br />
<strong>• Proficient in speaking and writing in English</strong><br />
<strong>• Proficient in speaking and writing in Xhosa, and, or, Sotho, and additional southern Africa language</strong><br />
<strong>• Minute taking skills</strong></p>
<p> ;</p>
<p><strong>WORKING CONDITIONS office bound/on-site/travel Office Environment, local travel</strong><br />
<strong>I have reviewed and determined that this role description accurately reflects the position Manager signature Date Employee signature Date Human Resources signature Date</strong><br />
<strong>The preceding job description has been designed to indicate the general nature and level of work performed by employees. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.</strong></p>
<h3><strong>HOW TO APPLY:</strong></h3>
<h3><strong>Submit your detailed CV by 12 April 2024 to Nastassia Palm at <a href="mailto:nastassiap@pinpointone.co.za" rel="noopener" target="_blank">nastassiap@pinpointone.co.za</a> or contact +27 11 325 5101.</strong></h3>
<a class="maxbutton-1 maxbutton" href="https://www.tshiamisotrust.com/wp-content/uploads/2024/04/Office-Administrator-Employee-Job-Description-2-April-2024-Final.pdf"><span class='mb-text'>VIEW JOB ADVERT HERE</span></a>

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