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SOUTH AFRICAN POST OFFICE (SAPO) - OFFICE ADMINISTRATOR (C2)
SOUTH AFRICAN POST OFFICE (SAPO)
INTERNAL & EXTERNAL
Job Title: Office Administrator (C2)
(Position based in Head Office - Pretoria)
Reports to: Chief Financial Officer and Chief Information Officer: Postbank
Summation
Under limited supervision, responsible primarily for rendering high-level secretarial and administrative support to the Chief Financial Officer (CFO) and Chief Information Officer (CIO)
Key Responsibilities
• Manages the electronic diary of the CFO and CIO
• Manages the content of emails and follows up on urgent emails to ensure they are actioned accordingly by the CFO and CIO
• Screens telephone calls, channel calls if necessary and take messages
• Schedules meetings and secures the appropriate meeting room.
• Prepares the necessary documentation for scheduled meetings (e.g. directions and parking arrangements)
• Do all preparations for presentations by CFO and CIO
• Takes minutes at CFO and CIO’s meetings and distributes to the relevant role players.
• Collects and collates information for CFO and CIO’s signature and maintain confidentiality at all times
• Follows up on meetings / appointments with internal and external stakeholders.
• Welcomes CFO’s and CIO’s visitors on arrival at the reception.
• Coordinates / prepares refreshments for CFO’s and CIO’s visitors.
Key Responsibilities
• Manages the electronic diary of the CFO and CIO
• Manages the content of emails and follows up on urgent emails to ensure they are actioned accordingly by the CFO and CIO
• Screens telephone calls, channel calls if necessary and take messages
• Schedules meetings and secures the appropriate meeting room.
• Prepares the necessary documentation for scheduled meetings (e.g. directions and parking arrangements)
• Do all preparations for presentations by CFO and CIO
• Takes minutes at CFO and CIO’s meetings and distributes to the relevant role players.
• Collects and collates information for CFO and CIO’s signature and maintain confidentiality at all times
• Follows up on meetings / appointments with internal and external stakeholders.
• Welcomes CFO’s and CIO’s visitors on arrival at the reception.
• Coordinates / prepares refreshments for CFO’s and CIO’s visitors.
• Arranges flights, accommodation and car hire for employees in the finance and IT.
• Prepares travel requisitions
• Quality checks all documents going out of the Office of the CFO and CIO.
• Acting as liaison between external stakeholders, Postbank Management, Staff and responds to basic queries on behalf of the CFO and CIO.
• Arrange / perform tasks of a personal nature for management, for example payment of accounts
• Coordinates stationery requirements for the Unit to ensure sufficient stationery is available at all times.
• Assists with other administrative duties as and when required
Minimum Requirements
Qualifications:
• Grade 12 plus a Secretarial/ Administration Diploma / Certificate (NQF Level 5)
Experience
• Three (3) years’ experience in a Secretarial/Administration Role • Strong organizational skills including the ability to manage calendars and effectively maintain records and files • Computer skills at an advanced level is essential • Excel knowledge and application is essential
Skills and Attributes
Typing and MS Office Suite proficiency, Communication and interpersonal relations, Bilingual, Planning and organisational skills, Attention to Detail, Professionalism, Coordination, Relationship building, Keeping Minutes, Flexibility, Efficiency, Confidentiality, Professional appearance, Following through instructions effectively, Effective Telephone etiquette, Proven ability to prioritize workloads, High ethical standards.
• Prepares travel requisitions
• Quality checks all documents going out of the Office of the CFO and CIO.
• Acting as liaison between external stakeholders, Postbank Management, Staff and responds to basic queries on behalf of the CFO and CIO.
• Arrange / perform tasks of a personal nature for management, for example payment of accounts
• Coordinates stationery requirements for the Unit to ensure sufficient stationery is available at all times.
• Assists with other administrative duties as and when required
Minimum Requirements
Qualifications:
• Grade 12 plus a Secretarial/ Administration Diploma / Certificate (NQF Level 5)
Experience
• Three (3) years’ experience in a Secretarial/Administration Role • Strong organizational skills including the ability to manage calendars and effectively maintain records and files • Computer skills at an advanced level is essential • Excel knowledge and application is essential
Skills and Attributes
Typing and MS Office Suite proficiency, Communication and interpersonal relations, Bilingual, Planning and organisational skills, Attention to Detail, Professionalism, Coordination, Relationship building, Keeping Minutes, Flexibility, Efficiency, Confidentiality, Professional appearance, Following through instructions effectively, Effective Telephone etiquette, Proven ability to prioritize workloads, High ethical standards.
CONTACTS
The South African Postbank SOC Limited is committed to the achievement and maintenance of diversity and equity in employment, especially with regard to race, gender and disability. In compliance with the banks employment equity plans, first preference will be given to candidates from designated groups. Correspondence will be limited to short listed candidates only.
If you wish to apply, please forward your Curriculum Vitae (CV) to RecruitmentZM@Postbank.co.za
Please indicate in the subject line the position you are applying for.
Closing date: 18 May 2021
Position number: 60066581
Cost Centre: 50800
If you do not hear from the South African Postbank SOC Limited or its Agent within 3 months of this advertisement, please accept that your application has been unsuccessful. The South African Postbank SOC Limited reserves the right not to fill the positions or to re-advertise the positions at any time.