Job Description

Purpose of Role

To maintain accurate and organised health and safety records, by facilitating administrative tasks, and ensuring seamless coordination between the Safety, Health, and Environment (SHE) department and medical officers, to uphold the highest standards of health and safety practices within Tharisa Minerals.

Role Context

Administrative Support

Act as receptionist to the medical centre by managing all calls and emails, while forwarding all relevant messages to the appropriate stakeholders to ensure efficient communication between the medical centre and all internal and external stakeholders. Provide administrative support to the Safety, Health, and Environment (SHE) Medical Officer during meeting or when requested, by taking minutes and uploading all relevant information into the database, to ensure efficient documenting and distribution of all relevant data. Provide administrative support towards tasks related to health and safety operations, including scheduling medical appointments, and coordinating safety briefings, to ensure streamlined administrative processes and the timely completion of medical appointments. Collaborate with Medical Officers to streamline administrative processes and ensure the timely completion of tasks, to ensure the effective coordination between the SHE Medical Officer, Tharisa Minerals (TM) Employees and the wider SHE department. Provide administrative support in the preparation of reports related to health and safety incidents and medical examinations, by availing the required data in a timely and accurate manner to ensure efficient reporting of health and safety performance within TM. Contribute to the overall assessment of health and safety performance within TM, by collaborating with the SHE Medical Officer to ensure accurate documentation and reporting of relevant health and safety data. Make medical booking for all contractors, by verifying their availability, requesting and reviewing all the relevant documentation beforehand and obtaining the required approvals from the Social and Labour Plan (SLP) department, to ensure compliance with all TM requirements and ensure process efficiency. Inform and remind patients of their upcoming appointments with the medical centre to ensure their attendance. Arrange transportation for all TM employees needing to attend an off-site medical appointment, by liaising with the relevant TM drivers, to ensure that all stakeholders reach their destination as needed.

Record Keeping and Documentation

Maintain accurate and up-to-date health and safety records, including medical examination reports and safety incident documentation, to ensure well-organised and readily accessible health and safety records, adhering to regulatory requirements. Organise and catalogue medical data collected from examinations, by supporting with data organisation to ensure easy accessibility for reporting purposes. Create patient folder, both physical and online, by loading all the relevant documentation onto the systems, to ensure the availability of all relevant information when required. Keep record of clinic attendance and forward this information to the Time and Attendance (TnA) to allocate payroll updates accordingly. Contact all relevant medical institutions when uploading new employees into the database that recently transferred to TM, to obtain and/or verify the required medical information.

Compliance Management

Monitor and maintain compliance with health and safety regulations in coordination with the broader SHE department, to contribute to a safer working environment. Provide the SHE Medical Officer with support by conducting periodic checks to verify adherence of all medical procedures to health and safety protocols within the mining environment, to enhance compliance with health and safety regulations. Maintain strict confidentiality of medical records and sensitive health-related information, to foster trust among employees regarding the handling of personal health information.Implement privacy protocols to safeguard the privacy of employees' health data, to maintain strict adherence to confidentiality standards and Standard Operating Procedures (SOP).

Resource Management

Determine resource needs within own area of responsibility to achieve individual role outcomes. Request required assets and resources for the fulfilment of work duties to attain quality work outputs. Use assets and resources optimally within own area of responsibility.

Stakeholder Relations

Engage with all relevant Departments on issues of the area of specialisation, as directed by the SHE Medical Officer. Communicate with internal and/or external stakeholders, where required, to achieve work objectives and to maintain relationships. Serve as a liaison between The SHE Medical Officer and the SHE department, by facilitating clear communication and information flow to ensure seamless collaboration between medical and SHE teams. Provide support in the dissemination of health and safety information to relevant stakeholders within TM, by ensuring clear and effective communication channels, to inform all the key stakeholders of the latest health and safety developments.

Qualifications:

Grade 12 Certificate (NQF5) in Office Administration or equivalent

Certifications:

Basic Firefighting Certificate Basic First Aid Certificate SAMTRAC/SHEMTRAC or equivalent Certificate (Advantageous) COMSOC 1 and 2 (Advantageous)

Job-specific experience:

Minimum of 2-3 years of relevant experience in an office administration position, preferably in the mining environment. Experience working with data management systems (i.e., Sage) Ability to work with the full Microsoft suite (i.e., Excel, Word, PowerPoint, etc.) Experience/Exposure on MS Dynamics F&O, Reporting tools: MS Power BI

Inherent requirements

Must be medically fit

Closing Date: 10 December 2025

Note: Preference will be given to female candidates.