Job Description

Job Summary KEY RESPONSIBILITIES include the following. Other duties may be assigned.

Administration and support:

• Ensure that the CLO office is efficiently administered and managed
• Provide event management support to the region
• Oversee and manage the performance and functioning of the IT, reception, messenger and cleaning services

Budget, expenses and procurement:

• Procure office supplies and monitor availability of funds on the office budget
• Procure the officexe2x80x99s groceries and refreshments
• Maintain the office dxc3xa9cor, soft furnishings, crockery and supplies
• Co-ordinate procurement of equipment and supplies required by the region, inclusive of the management of orders and the obtaining of payment authorizations
• Monitor the driverxe2x80x99s travel log book and utilisation of the Schemexe2x80x99s petrol card
• Monitor the utilisation of of promotional items and manage the stock
• Schedule vehicle services and liaise with the finance unit for payments
• Monitor xe2x80x98call outxe2x80x99sxe2x80x99 by the IT provider
• Organize ad hoc Scheme functions/entertainment (cocktail parties, board functions, staff functions, etc.
• Oversee the management of stationery and equipment supplies
• Ensure that expenditure is within budget and that all procurement is in line with the Schemexe2x80x99s Supply Chain Management policies

Correspondence and documentation processes:

• Ensure optimal administration and functioning of the Schemexe2x80x99s secretarial services and document retention process
• Develop and manage the internal memo and correspondence system and procedure
• Develop and implement an information process for both internal and external correspondence
• Record all reported IT faults and the resolution thereof (IT management will however report to the Executive: Finance)
• Maintain general administration of the Schemexe2x80x99s office duties such as reporting building and office equipment faults
• Ensure that all books, record and documents are kept in accordance with acceptable corporate standards

Project Management:

• Organise office events.

Technical Expertise and Application:

• Supervise the implementation of CLO Office processes and systems
• Ensure that the telephone management system is in good working condition
• Manage the efficient and effective operation of the Schemexe2x80x99s CLO Office (inclusive of cleaning, catering, messenger, reception and IT Support services

Staff Management Responsibilities:

• Monitor and manage the Driver, Receptionist and cleaner daily activities
• Manage the HR environment in accordance with the Schemexe2x80x99s HR Policy
• Assist staff in the management of regulations, directives, policies and procedures by ensuring that the staff receives adequate training and development on these.

MINIMUM QUALIFICATIONS, EXPERIENCE and KNOWLEDGE: The requirements listed below are representative of the knowledge, skill, and/or ability required.

• At least a 3-year Degree, Diploma or NQF Level 6 Qualification in office administration
• Understanding of medical organisations industry
• Knowledge of Human Resources Management
• Provide Secretarial services and support to the CLO Manager;
• Previous experience at a medical organisation or in the healthcare industry would be an added advantage;
• Diligent work ethic and attention to detail;
• Excellent interpersonal skills;
• Good knowledge of office administration;
• Good leadership skills;
• Passionate about customer service;
• Self-motivated and proactive;
• Good written and verbal communication skills;
• Ability to negotiate;
• Ability to work well in a team environment;
• Result and target-driven;
• Conflict management skills; and must be analytical
• Computer Literacy (All Microsoft Office packages)
• Be responsible and reliable
• Have a diligent work ethic and attention to detail
• Have excellent Interpersonal Skills
• Good Knowledge of Office Administration

If you do not hear from us within 2 weeks after closing date, please consider your application unsuccessful

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