Job Title: Administrative Assistant
We are seeking an experienced professional to fill this Administration Officer position.
The successful candidate will possess:
* Previous experience in a similar role, preferably in a Government setting;
* Working knowledge of HPE (TRIM); and
* NAQITS database experience, although not essential.
Key Responsibilities include:
Administrative Duties
1. Proficiency in administrative tasks and accountabilities is essential;
2. Performing daily operations as directed by the Manager, acting as the first point of contact by receiving telephone calls and visitors, and directing these to appropriate areas;
Support Functions
1. Providing confidential support, information, and advice to Directors, Managers, and other staff in accordance with departmental policies and procedures, on admin, HR, and financial issues;
2. Diary management – organising appointments, committees, meetings, and conferences, including catering, materials, and information, organising travel, accommodation, and business arrangements for staff and clients;
3. Minute taking as required;
Record Management
1. Maintaining records management system: acting as the central point for correspondence and documents, including distribution of correspondence and other documents, and following up outstanding items and preparing documents for approval;
2. Developing and maintaining management and administrative databases, processing information, and preparing correspondence/associated reports for senior officers;
Equipment and Resources
1. Managing and maintaining equipment, including administering any equipment loans and participating in the annual asset stock take;
2. Undertaking human resource and financial processing activities, including engaging new staff, maintaining records, updating records, progressing leave requests, purchasing, processing invoices, reconciling corporate card transactions, processing of travel claims, and petty cash recoupment;
Communication
1. Liaising with officers and individuals at all levels of the department, other government agencies, the private sector, and community representatives;
2. Maintaining knowledge of appropriate legislation, policies, procedures, and protocols.
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