Office Manager (Wits RHI)

Main purpose of the job:

• To work closely with and provide support in dealing with the secretarial and administration of the day-to-day operations of the Director and to act as the first point of contact for the department and assist with general queries and office administration

Location:

• Hillbrow – Johannesburg

Key performance areas:

• Support the development of organizational reports on the status of Wits RHI programs across the Institute linked to the Directorate
• Support the development/review of strategic documents to support effective implementation of Wits RHI institute-wide initiatives and ongoing projects
• Write project reports, including PowerPoint presentations, for internal and external dissemination on an ongoing basis
• Ensure all documents are completed correctly
• Maintain relevant office systems such as electronic and manual filing systems
• Coordinate project activities to improve outputs on an ongoing basis
• Review work and other strategic project documents to assess the effectiveness and outcome of project implementation
• Support the implementation of data management/monitoring and evaluation
• Co-ordinate and troubleshoot project operational activities
• Support the compilation of monthly, quarterly, annual, and ad hoc reports according to requirements
• Support compliance with Wits Health Consortium operational policies and regulations
• Work with Communications staff to develop organizational M&E frameworks and effectively track data/results
• Coordinate diary of Director for scheduled meetings
• Prepare agendas for meetings
• Take dictation and minutes at the relevant meeting
• Support Director to ensure all HR documents are completed accurately and monitor leave compliance of team
• Coordinate and schedule relevant appointments and meeting
• Assist in preparing briefing papers, reports, and presentations
• Deal with incoming requests – often corresponding on behalf of the Director
• Act on action points that transpired from meetings and track progress accordingly
• In the absence of the Director, conduct relevant follow-ups, make decisions, and delegate work to others
• Update and maintain the Director’s curriculum vitae by recording publications, conference attendance/presentations, and involvement in mentorship activities
• Coordinate and confirm travel arrangements (flights, accommodation, and transport)
• Provide itinerary as required
• Facilitate payment of travel expense claims with the Operations Department

Required minimum education and training:

• Grade 12 with a relevant qualification in Business Administration, Project Management, and Secretarial
• Valid driver’s license

Required minimum work experience:

• Minimum 3 years experience in Business Administration, Project Management and Secretarial Capacity
• Able to work in a highly pressurized environment and adapt to changes
• Travelling (own transport) and overtime may be required from time to time
• Must be contactable after hours for any unplanned emergencies or queries

Desirable additional education, work experience, and personal abilities:

• Experience working in a medical or HIV environment
• Exceptional organizational and administrative skills with working knowledge of Microsoft Office and Excel
• Able to maintain confidentiality, tact, and professionalism at all times
• Able to exercise discretion, high levels of initiative, and independent decision-making
• Must be assertive, confident, and adaptable
• Self-motivated, able to work independently and work as part of a multidisciplinary team

TO APPLY:

• Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
• Please Apply Online and complete your registration on Ditto Hire (our application tracking system) to enable and protect you as a candidate to accept the new POPIA terms and conditions. This will then create your permanent profile with which you can apply for all jobs as advertised by AJ PERSONNEL. However, you may remove your profile from AJ PERSONNEL when you are no longer in the job market.
• AJ Personnel is fully POPIA Compliant.
• Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position.
• The closing date for all applications: 14 February 2022.
• Wits Health Consortium will only respond to shortlisted candidates.
• Candidates who have not been contacted within two weeks of the closing date can consider their applications to be unsuccessful.
• Note WHC, in accordance with their Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.
• PLEASE NOTE: Our Client, WHC - RHI, maintains mandatory Covid-19 requirements, and as such only Covid-19 vaccinated incumbents will be considered for positions.

Please note:

• AJ Personnel is only responsible for the advertising of the advertisement on behalf of their client Wits Health Consortium.
• AJ Personnel does not have any salary or other information regarding the position.