Senior Office Administrator

SUMMARY:
My client based in the Northern Suburbs, focusing in the Academic industry is seeking to employ a proactive Senior Office Administrator to organise and coordinate administration duties and general office procedures and manage a small medical society''s office administration. The successful candidate should have experience with various office software.

POSITION INFO:

Responsibilities:

Your role is to create and maintain a healthy work environment, ensuring high levels of organisational effectiveness, communication, and safety. The responsibilities will consist of general office and facility management, company secretarial administration, bookkeeping and human resource administration, scheduling meetings and appointments, manage the office switchboard, organising office supplies, greeting visitors and providing general administrative support to our employees.

General office administration

• Take ownership of both individual and team-level tasks.
• Manages the Company switchboard and answers and screens telephone calls. If necessary, takes accurate messages directs the caller to the appropriate person. Responds to requests promptly and provides clear and precise information within the scope of knowledge and authority.
• Respond to inbound sales, service and support enquiries via phone and email.
• Provide practical administration support to functional areas across the business.
• Create and maintain Asset data within the organisation''s CRM.
• Provide support for diary management, meetings and appointments, stationery and housekeeping stock inventory and reconciliations to the company''s directors.
• Prepares local travel arrangements as needed.
• You will regularly maintain files, records, (asset) registers and databases. Enters information from source documents into computer databases and spreadsheets, compiling, printing, and distributing periodic reports, mailing labels and other information as needed.
• Set up and keep up operating procedures inside the Admin/Support division as and when required.
• Assist with the onboarding of new staff.

Facilities Management

• Arrange, Manage and Supervise the office and property housekeeping.
• Arrange for necessary maintenance, cleaning, and repairs.
• Oversee facilities projects.
• Manage and order office stock.
• Ensure storeroom are kept neat and tidy.
• Keep up office efficiency by arranging and implementing office frameworks, designs and equipment procurement.

Stock and Warehouse Management

• Order stock from printers and sign off the printers'' quality work according to specification.
• Manage stock and orders from online shop and book shops.
• Ensure orders are couriered timeously.

Online Shop

• Manage a small online shop.
• Raise quotes, purchase orders/invoices as required.
• Ensure orders are couriered timeously.

Staff Management

• Manage cleaning and maintenance staff. [2 staff]
• Performance appraisals for direct reports.

Health and Safety

• Regularly conduct Health and Safety inspections and implement corrective action.
• You will ensure adherence to Health and Safety and COVID-19 protocols, policies, and procedures.
• Ensure that employees are screened for COVID-10 Symptoms every day.

Medical Society Administration

• Responsible for the day-to-day administration and office management of a Medical Society (+/-700 Members), which includes (but is not limited to) all the correspondence, marketing, the processing of service applications and membership administration support.
• Assist the Medical SocietyBoard of Directors and all councils and committees with their events, activities and administration throughout the year and assist with the organisation with their yearly conference and any travel and accommodation arrangements.
• Answers and screens telephone calls. If necessary, takes accurate messages directs the call to the appropriate person. Responds to requests promptly and provides clear and accurate information within the scope of knowledge and authority.
• You will type correspondence, forms, reports, manuscripts, or other materials that may require complex formatting. You will prepare documents with stylised formats, lettering or graphics using specialised commercial software, such as desktop publishing or graphics packages. Proofreads and edits materials for grammar, punctuation, and spelling.
• Schedule appointments and meetings when requested.
• Organise conference calls and meetings, sometimes with large numbers of participants as and when required.
• Reserve meeting locations and equipment if required.
• Draw up meeting agendas, minutes and other materials as requested.
• Organise travel arrangements for the society board of directors as needed.
• Assist the annual conference Organisers with information and schedules as an when required.
• You will regularly maintain files, records and databases and enter information from source documents into computer databases and spreadsheets, compiling, printing, and distributing periodic reports, mailing labels and other information as needed.
• You will handle enquiries and communication regarding the associations'' committees, councils, services, memberships, and products.
• Source and handle the association''s marketing through regular newsletters, websites, emails, and social media platforms.
• Must be willing to travel nationally to support the association with administration and events, in and outside of business hours.
• Motivate for financial budgets for process operations or improvements.
• Handle the medical Society membership administration such as applications, invoicing, queries, and requests.
• Handle the CPD accreditation services such as submissions, quotes, invoicing, queries, and follow-ups about accreditation services.
• Create and issue quotes, invoices and credit notes for services and memberships and work with the bookkeepers to reconcile all payments to the invoices from the bank statements and follow-up with outstanding invoices.
• Handle all administration and queries with the bookkeepers and the auditors.
• Manage and update the Medical Society website.
• Report all IT related problems to the IT department and handle all subsequent queries timeously.
• Performs any other duties as assigned by Management.

Qualifications:

• Matric (Diploma will be advantageous).
• Average type speed of around 65 words per minute (wpm)
• Driver''s License Code 08 (Required) and own transport.
• Minimum of 4 years related work experience required (previous work in the publishing industry or medical society administration will be advantageous).
• Experience with Microsoft applications, including Outlook, Word, Excel or PowerPoint and other web-based applications.
• Experience working with Shopify will be advantageous.
• Required to occasionally travel.
• Excellent written and verbal English and Afrikaans (read, write, and speak).

-       Written Communications: Ability to communicate clearly and effectively in written Afrikaans and English with internal colleagues and external customers. Ability to read for comprehension.

-       Oral Communications: Ability to comprehend and converse in Afrikaans and English to communicate effectively with colleagues, Directors, members, vendors, and customers.

• Demonstrated time management and priority management skills.
• Strong experience managing ad-hoc requests, handling multiple projects at once.

 To apply please send your CV to --------Please upload your CV here-------->

Please note that only shortlisted candidates will be contacted. Should you not receive feedback within 48 hours, please accept your application as unsuccessful.

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