Minimum Requirements:

  • Matriculation
  • Certificate or Diploma in Administration or Secretarial Studies
  • Must be Computer Literate (MS Office)
  • 3 – 5 years’ experience in managing a switchboard system
  • Have the ability to work well as part of a team
  • Responsible, reliable and diligent work ethic
  • Self-motivated and proactive
  • Be organized and have good time management skills
  • Have excellent written, verbal and interpersonal skills

Job Responsibilities:

  • Assist the Head Office: Office manager with sourcing of quotations for e.g. OHS trainings, equipment, First Aid kits, Fire Blankets etc. as and when required.
  • Deal with queries from public and customers where applicable or redirect to the
  • Ensure that the switchboard and fax facilities are monitored and report any malfunctions timeously
  • Monitor visitor access in collaboration with Security
  • Complete the training requisition forms and the supporting documents for the OHS trainings.
  • Ensure the OHS Committee members get their certificates after the trainings.
  • Create the Purchase Requisitions on the AX Dynamic System.
  • Send the Purchase Orders to the service providers timeously.
  • Attend Forums and Committees as and when required
  • Follow-up on the invoices submitted to Finance for payments.
  • Making calls on behalf of staff when requested.
  • Attending to all incoming and outgoing facsimile.
  • Attending to all walk-in clients/visitors and ensuring that they are timeously
  • Coordinate the Appointment Letters for the OHS Committee members.
  • Maintain up to date employees Roll Call.
  • Provide general administrative support to the Head Office: Office Manager
  • Prepare correspondence and documents
  • Receive and sort mail and documents
  • Manage boardroom bookings
  • attended.
  • Registering of all incoming mail and oversee delivery of all outgoing mail.
  • Managing the foyer and reception infrastructure.
  • Assist the Occupational Health and Safety team in case of emergency by calling nearest Police Station, Fire Brigade, Ambulance Services etc.
  • Taking minutes and create action lists for the OHS Committee meetings.