Administrator /PA (Administrator /PA)

Procurement
Diary management
Follow up on Invoices
Assist with Switchboard
Employee relation
Admin of attendance register, overtime, leave planning, invoicing, stationery and petty cash.
Boardroom bookings.
General Admin duties. Typing of correspondence, letters, documentation, etc.

• Responsible for effective coordination of room bookings at Foundation House, ensuring all resources and needs are adhered to in liaison with the persons responsible for Training and Assessment bookings. 
• Responsible to provide the catering and office supplies needed for the events / training / meetings by liaising with all service providers 
• Scheduling and booking / payment arrangement for all travel arrangement for the company. within budget parameters and in conjunction with the Financial Accounts Department in Cape Town. 
• Responsible for general housekeeping at Foundation House including postnet mailing system, monthly post pack to Cape Town office, all courier needs, stationery availability, etc. 
• Responsible for overseeing the Housekeeper
• Update housekeeper and temporary staff’s time sheets and submit to Payroll office in time for monthly payments.
• Take full responsibility for the Goldmine Database – uploading, maintenance, sending out bulk mail via P-Mailer, providing information from teh system per requests
• Communicating to Operations Team re. upcoming events
• Send out weekly availability schedules to all Associates and present to Coordinators
• Act as Service Provider Liaison for The company service providers, e.g. garden services / stationery / catering companies / pool maintenance services/IT services/ handyman, etc
• Assist with preparations for BBBEE verification process.
• All other Projects as allocated by the Operations Manager

GENERAL

• Providing assistance to other Operations support staff as and when necessary or as requested by the Business Manager
• Carrying out any other tasks and work assignments which fall within the ambit and scope of the incumbent’s competence, at the request of the Business Manager
• Work is reviewed upon completion of short assignments by the supervisor for quality and quantity. Works according to well-defined, established or standardised procedures. The incumbent imposes simple checks on himself / herself, but has scope to make some mistakes as supervisory checks are less frequent

HCC Life Program:
Ensure cost are aligned (what was approved and what is actual spend)
Record keeping of all invoices / contracts etc.
Tracking reports to each division (on how many open HCC’s they have)
Upload of required documentation onto HCC Life
Close all open HCC’s (once event took place)
Work closely with each division in order to get the required info
Assisted with filing of various documentation
Recon of all HCC’s
Close the request once all info is uploaded

Timeline per HCC query:
Day 1 – request info
Day 2 – face to face (follow up)
Day 3 – close the request

Received and studied job specifications
Did head hunting for candidates when necessary
Received and studied job specifications
Placed job advertisements
Received CV’s from candidates
Screened candidates telephonically and face to face
Conducted interviews with candidates
Did a shortlist of suitable candidates
Conducted education, criminal and credit checks
Liaised with kroll MIE when necessary
Did candidate referrals
Prepared suitable candidates for interviews
Liaised with candidates and clients after interviews
Assisted clients telephonically
Assisted candidates with any queries
Did diary management
Managed my own desk accordingly
Ensured that there were sufficient candidates on system
Telemarketing
Educated school leavers on employment ethics
Perform finger print using (IDECO System)

General PA duties
Diary Management
Arranging meetings
Compiling monthly reports
Coordinating functions
General admin
Filing
Screening calls
Updating intranet
Anything else as required by Department Head

HR Administration.
Leave processing, handling HR queries.
Receive terminations, process documentation, Assisted with medical aid queries, liaised with Unions, handing out of IRP5’s, Scheduling hearings, meetings and interviews.
Typing of highly confidential documentation.
Stationery requirements.
Answering phones.
Maintaining effective departmental filing system. Capturing leave on VIP system. Data Capturing.
Relieving receptionist
Pastel system