Job Description

VACANCY ALERT!

Title: Office Assistant

Location: Woodmead, Gauteng

Remuneration: R15 000.00 per month (depending on experience)

Reporting to: Executive Personal Assistant

Industry: Telecommunications

QUALIFICATIONS & EXPERIENCE

· Minimum Grade 12.

· 3 – 5 years in the same or a similar role.

PERSONAL ASSISSTANT DUTIES

· Exec’s travel arrangements – domestic and international (including and not limited to visa applications, flights, accommodation bookings, chauffeur / transfers / public transport.

· Setup accommodation and entertainment for company visitors.

· Maintain Exec’s calendars.

· Prepare and maintain Exec’s expense reports (credit cards, travel expenses).

· Setup and coordinate meetings and conferences (year-end functions, sales conferences, launch events).

· Letter writing, taking dictation, create transcribe and distribute meeting agendas and minutes.

· Preparation of all agreements.

· Answer telephones and handle queries in an appropriate manner.

· Meet and greet clients and visitors.

· Perform general clerical duties to include but not limited to photocopying, faxing, mailing, scanning and filing (also filing of Exec’s personal documentation).

· Dealing with incoming mail, faxes, post and correspondence.

· Maintain hard copy and electronic filing system (all agreements, statutory, contracts etc.)

· Sign for courier / delivery packages.

· Research, price and purchase office furniture and supplies.

· PA functions for numerous 3d parties

· Accommodation booking for company employees.

· Liaise with suppliers.

· Ordering office supplies and stationery.

· Arrange delivery of stationery and groceries to the stores.

· Coordinate project-based work (Tenders etc.)

· Assist with supervision to support staff (reception, tea and cleaning ladies).

RECEPTION DUTIES

· Switchboard duties.

· Relieving switchboard as well as daily reception duties.

BE PREPARED TO BE TRAINED IN THE BELOW DUTIES – IN TIME – FOR CAREER EXPANSION*

ADDITIONAL PERSONAL ASSISSTANT DUTIES

· Devising and maintaining office systems to deal efficiently with paper flow.

· Assist with personal tasks for Executives (vehicle license, medical aid, personal policy of Executives).

· Handling of all insurance claims on the company policy and personal policy of Exec’s.

· Handling Medical aid submission and all claims for Executives.

· Handling all utility queries for executives.

· Handling all new vehicle registration and personalization of number plates.

· Payment preparation for CEO and queries – checking statement for correct amounts.

· Following up on all medical, personal and family queries.

· General building maintenance (including and not limited to arranging air con repairer, handyman, electricians, carpet repairs, generator maintenance, ADT services and cleaning).

· Preparation of Exec’s lunches (will receive assistance from tea ladies but they prefer that you prepare lunches if not busy).

· Keeping an electronic record of all company cell phone contracts and handsets.

· Control the movement of assets and ensure procedures are adhered to.

· Booking of golf games for events and leisure.

· Stationery and groceries, ordering and checking of stock.

· Unpacking stationery and groceries by herself to minimize loss.

· Picking stationery for all companies and delivering to them.

· Overseeing stock taken for the kitchen – check out to boardrooms and checking back in.

· Facility reporting system - discuss with the Maintenance Manager.

· Fleet management - vehicle licensing, new registrations, renewals and booking of maintenance for vehicles.

· Making sure passports, ID’s and drivers’ licences does not expire, organizes appointments for renewals.

· Visa applications.

· Facility management - overseeing maintenance, quotations, payments and general quality of completed work.

· Obtaining new service providers for maintenance and construction on the building.

· Liaising with architects, lawyers and building inspectors.

· Asset management.

· Controlling e-tags and access cards.

· Implementing new systems of control.

· Overseeing cleaners, driver, maintenance worker, kitchen staff and office staff.

· Facilitate insurance, memorabilia and personal insurance.

· Handling insurance claims, for the company as well as for the Executives and their families.

· Delivery notes, organizing the delivery routes for various departments, stock deliveries and emergency deliveries.

· Organizing deliveries and pick-ups for Executives and their families.

· Online purchases for the Executives.

· Storage and delivery of prizes for events.

· Logbooks for Executives.

HR DUTIES

· Full recruitment cycle including writing job specs.

· Setting up interview dates and preparation for managers and candidates.

· Booking boardrooms for interviews.

· Capturing the outcomes of interviews and following up with recruitment agencies.

· Sending regret letters to unsuccessful candidates.

· Drafting contracts, job descriptions and policies for new employees.

· Capturing new employees on the Talenger system.

· Preparing employee files.

· Draw reports from system, head counts, leave, medical aid, union and pension fund.

· Preparing UI19 applications.

· Arranging medical aid applications / withdrawals.

· Preparing provident fund applications / withdrawals.

· Preparing letters of warning for employees when it is required.

· Inform Manager of hearings that must take place. Also do prep packs for complainant and chairperson.

· Attending to all disciplinary related queries and following the relevant procedure to ensure that the matter gets resolved.

· Ensure effective compliance with policies and procedures as well as legitimate instructions.

· Familiarize yourself with the content of policies and procedures as they come about.

· Follow up with branches to ensure that all HR related paperwork are sent to HR for approval or filing.

· Scanning and capturing of all HR related documentation onto HR system.

· Liaising with Talenger (payroll company).

· Preparation for CCMA cases.

· Capturing the outcome of hearings.

· Liaising with the CCMA on dates for appearances.

· Filling.

· New user forms.

· End user forms.

· Tag forms.

· Asset control forms to hand assets to companies.

· Check list for asset returns.

· Exit interviews.

· Interventions.

· Drug and alcohol testing.

· All admin and arrangements for support on rehabilitation.

· Arranging counselling sessions for staff members.

· All employee questions.

· Sending out meeting requests and agendas.

· Arrange polygraph tests.

· Layoffs and applications to provident fund for support of those employees - digital filing.

PAYROLL ADMIN

· Adding of new employees on the system.

· Amend information of employees on the system (change of banking details, physical addresses etc.)

· Administration of all employees leave (sick leave and family responsibility leave).

· Preparing employee documents and commissions for payroll submission.

· Ensure that all leave procedures are followed.

· Submit all payroll inputs to payroll (Executive PA department before deadline (new contracts, increases, commissions, provident fund, medical aid, AOD and change in banking details etc.).

· Layoffs and applications to provident fund for support of those employees - digital filing.

· Archiving.

TRAINING AND DEVELOPMENT

· Design and develop job specification induction training programmes per company (ONLY company SA to ISO audit).

· Design costing sheets and SWOT analysis.

· Design training registers and sheeting.

· Training analysis with each staff member.

· Meetings with GM’s on staff training.

· Training interventions.

· Hand in to Department of Labour – Employment Equity plan.

· Hand in to SETA - Works skills plan.

· Hand in to SETA and Department of Labour - Annual Training Programme.

· Liaising with training providers.

· Obtaining quotations for training.

· Setting up training sessions.

· Receiving feedback from employees.

· Obtaining all training from staff and external trainers.

· Ensure that all training is noted in the training register.

· Doing the cost and budget calculation for training – for submission to SETA.

· Updating the NQF and OFO system with new employees.

EMPLOYMENT EQUITY

· Employment equity meetings – send agenda and minutes out to the members.

· Training committee - new appointments noted on the files.

· Secretary of the EE committee, taking minutes setting up meetings and prepping the committee for training

· Upkeep of the training committee and employment equity files for submission to Department of Labour.

· Drafting EE report on all staff members - Employment Equity report supports the BBEEE submission.

· Placing documentation on Talenger - accessible to all staff members – Basic Conditions of Employment Act, EE and all other applicable skills documentation, that must be displayed by law.

· Preparation for Employment Equity Audits from Department of Labour.

This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

Job Type: Full-time

Salary: R15,000.00 per month

Ability to commute/relocate:

• Woodmead, Gauteng: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Are you business minded? Explain and motivate your answer.
• Are you willing to be trained for Executive Office?

Education:

• High School (matric) (Required)

Experience:

• assistant: 3 years (Required)

Language:

• Fluent English (Required)
• Fluent Afrikaans (Required)