Job Description

KEY PERFORMANCE AREAS



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 office's groceries and refreshments.



Maintain the office decor, 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 driver's travel log book and utilisation of the Scheme's petrol card Monitor the utilisation of promotional items and manage the stock Schedule vehicle services and liaise with the finance unit for payments Monitor 'call out's' 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 Scheme's Supply Chain Management policies



Correspondence And Documentation Processes



Ensure optimal administration and functioning of the Scheme's 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 Scheme's 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 Scheme's CLO Office (inclusive of cleaning, catering, messenger, reception and IT Support services)



Staff Management Responsibility



Monitor and manage the Driver, Receptionist and cleaner daily activities



Manage the HR environment in accordance with the Scheme's 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.

LIMITATIONS:

Scheme rules, policies and procedures Medical Scheme's Act and Regulations

LIAISON OPERATING ENVIRONMENT:

Principal Officer, Executives, Officers Subordinates:

IT, Receptionist, Messenger and Facilities (cleaning and catering) Other: Scheme staff



At least a 3-year Degree, Diploma or NQF Level 6 Qualification in office administration Computer Literacy (All Ms packages)



Be responsible and reliable



Have a diligent work ethic and attention to detail



Have excellent Interpersonal Skills



Good Knowledge of Office Administration



Between 5 - 7 Years