OFFICE MANAGER – EAST LONDON – EASTERN CAPE

JOB SUMMARY

As an Office Manager you will be required to offer secretarial service and support to the Principal Officer. Manage the administration of the Principal Officer’s office and Scheme’s Head Office, including cleaning, catering, messenger, reception and IT Support services.

SKILLS, COMPETENCIES, QUALIFICATIONS, EDUCATION and EXPERIENCE

Essential

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

Desirable

Understanding of medical schemes industry

Knowledge of Human Resources Management

KEY RELATIONSHIPS Internal

Principal Officer, Executives, Officers and Trustees

Subordinates : IT, Receptionist, Messenger and Facilities (Cleaning and Catering)

Other : Scheme staff

External

Procurement suppliers

Outsources support services

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 décor, 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 logbook 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 and 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.

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