Provincial Administrator

Job purpose

• To provide and efficient and a technically proficient administrative support function to the Provincial Head
• To support the Provincial Head by enabling operational effectiveness of the Province
• To perform routine compliance and administrative tasks (e.g. physical security of the premises and assets, monitoring and administration of premises and physical infrastructure)

Key responsibilities Administration

• Attends Provincial meetings and updates meeting minutes
• Filters reports from head office and monitors feedback to ensure deadlines are met
• Ensures that sufficient refreshments and consumables are ordered.
• Updates the Distribution List on the Global Address Book/List.
• Controls and updates internal telephone lists.
• Co-ordinates the booking of boardrooms and facilities, and invitations to clients for events.
• Co-ordinates arrangements for functions, sets up the facilities required and recover payment for facilities.
• Ensures that stationery (including welcome packs, promotional items and business cards) are ordered and distributed.
• Monitors and manages stock control team.
• Ensures staff are appropriately reflected on the organisation structure for distribution of work items to the correct staff/teams Cost Structure
• Focuses on operational initiatives within the relevant Province to contain costs within agreed budgets to influence a continual improvement in the cost/revenue ratio and thereby sustain long-term profit growth
• Monitors expenditure and recoveries against budget with emphasis on the containment of controllable costs, and explores opportunities for cost savings
• Provides input into controllable costs through involvement in the preparation and compilation of budgets with regard to capital expenditure, operating income and expenditure
• Maintains and submits staff expense claims.
• Co-ordinates telecom recoveries by ensuring that all telephone costs pertaining to personal calls are recovered on a monthly basis.
• Liaises with external vendors (e.g., Dimension Data, Metro file, etc.) to ensure an effective and efficient service is received.
• Liaises with the Financial Shared Services (FSS) to ensure that payments and expenses are handled effectively and efficiently.
• Maintains and updates the payment register

Infrastructure and Asset Management

• Ensures overall operational readiness and efficiency of the Province
• Ensures that premises are maintained in terms of housekeeping and general upkeep
• Reports incidents when necessary (e.g., carpets, wallpaper, lighting, roof leaks, etc.) and ensures that these are attended to
• Logs incidents for non-functioning equipment (fax, photocopier, etc.) via OPS Connect and ensures that these are attended to

Staff Administration

• Responsible for housing and control of staff confidential files.
• Co-ordinates the leave schedule for the Province in conjunction with the Provincial Head to ensure optimal resource allocation.
• Extracts the overdue leave report for the Province and advises the respective line manager to ensure that direct reports take compulsory leave.
• Acts as a central point of contact for the required returns and requests for Human Resources information.
• Ensures that the relevant posters are displayed in terms of Labour Law requirements (e.g., the Basic Conditions of Employment, etc.).
• Ensures that the administration regarding staff changes (e.g., Personnel Record Update / PRUs) is actioned for the relevant department.
• Facilitates the completion of necessary documents relating to staff appointments, transfers, resignations and personal computers (PC) licences.
• Provides general support to staff regarding Employee Self-Service (ESS) and medical aid issues.
• Maintains staff records.
• Co-ordinates corporate wear fittings

Key performance measure

• Provincial staff feedback
• Costs control/decreased operating costs for events / stationery / office supplies/travel, etc. Quality and efficiency of general office accounting and reporting processes

Competencies and Behaviours required

Qualifications and Experience

• Grade 12
• Relevant tertiary education
• Minimum 2- 4 years basic administration skills

Knowledge, Skills & Abilities Required

PC Literate (Microsoft Word, Windows) MS Word, Excel, Outlook Express

Essential requirements:

• Must be figure orientated
• Ability to communicate effectively verbally and in writing
• Must be reliable, trustworthy, and honest
• Be in possession of a valid South African Credit Card driver’s license free of endorsements