Job Description

Mediclinic Group Services | Stellenbosch | South Africa

Closing date: 29/08/2023
Number of positions: 2
Recruiter name: Therese Wilken
Reference number: 43176
Workplace Type: Hybrid
Fixed Term

MAIN PURPOSE OF JOB

To provide secretarial and administrative services to the allocated stakeholders (management) within the Departments of Innovation, Digital Health Transformation and Data.

KEY RESPONSIBILITY AREAS

• Serve as a trusted and pro-active administrative resource to assigned stakeholders with meticulous attention to detail
• Functions as first port of call for incoming calls and communication on behalf of assigned stakeholders in a hybrid work model, and ensure professional communication standards are upheld
• Pro-actively manage complex calendars and work in close collaboration with other functions to ensure effective diary management
• Ensure all documentation, including creation of presentations, correspondence, and minutes meet professional standards before distribution
• Pro-actively co-ordinate the administrative arrangements for meetings (on-line and in-person), including timely submission of reports, agendas, minutes, electronic resources, catering, and related event logistics.
• Provide a comprehensive travel arrangement and related activities service, including the maintenance of traveller profiles, visa, foreign currency, travel insurance, transfers, itineraries, calendar entries, pack printouts, claims and leave processing, etc.
• Ensure effective utilisation of electronic resources, including email, filing, intranet and central information portal
• Pro-actively manage the availability of office resources, including stationary, office materials, technical job cards, etc.
• Ensure a continuous office admin service to the department

REQUIRED EDUCATION

ESSENTIAL EDUCATION

Grade 12 certificate with a Certificate/Diploma in secretarial or office administration

REQUIRED EXPERIENCE

ESSENTIAL MINIMUM EXPERIENCE

At least 3 - 5 years Executive Secretarial or office administrative experience within a multi-national corporate or professional services environment

DESIRED EXPERIENCE

Executive assistance for Senior Executives and Senior Managers

REQUIRED JOB SKILLS AND KNOWLEDGE

• Compiling minutes
• Documentation management (e.g. hard and electronic filing)
• English written and verbal proficiency
• General telephone etiquette principles in a hybrid work environment
• International travel and related event administrative logistics
• Microsoft Office packages (Word/Excel/Powerpoint/Outlook/Teams)
• Utilisation of digital applications, tools and systems

All applicants will be considered, with the understanding that preference will be given in accordance with the Employment Equity Plan of Mediclinic Southern Africa, as well as internal applicants/employees that meet the minimum requirements.

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Job Type: Administration

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