Job Summary

• To coordinate, plan & deliver day-to-day team tasks & activities to execute administration services accurately & timeously in support of org. policy compliance through the execution of predefined objectives as per agreed SOPs

Job Description

Diary, Meetings, Events and Travel Management

• Manage the diary of the manager, in an efficient manner by using Outlook, to set up meetings requested by the line manager or to accept meetings requested by others where the managers presence is needed.
• Ensure that MS Teams links are added to online meetings.
• Track and monitor the acceptances and declines obtained from the relevant parties that have been invited to the meeting.
• Where possible, resolve issues independently but where needed escalate any concerns and issues to the manager
• Liaise with relevant parties to re-schedule any meetings, based on a request from either the manager or the original meeting organiser.
• Print all documentation relevant to the meetings and prepare daily meeting packs and give them to the manager for their reference.
• When requested to by the manager, attend in team meetings to take the minutes of the meetings.
• Ensure that the minutes are typed, approved by the meeting chair, and distributed to the relevant parties within the agreed time.
• Be available to meet new joiners to the team/function and assist them on their 1st day to get their laptop and access card.

Arrange access to the buildings and restricted floors

• Arrange any venues and catering for any team events, as requested by the manager, and obtain the managers approval on any orders prior to placing them with the suppliers.
• Liaise with the in-house travel agency to make the travel bookings for any domestic and international trips the manager is required to make and in so doing ensure adherence to the required travel approval process.
• Organize meetings and functions for the team including logistics arrangements such as venues, menus, travel arrangements, etc.

General Administrative Support

• Assist visitors by directing them to the correct venue or person that they are looking for. Or assist by signing for the package/documentation that is being delivered.
• Assist with any typing and preparation of Word, Excel and PowerPoint documentation needed by line manager.
• Ensure all necessary documents are filed on the share drive of the department
• Take charge of general office administration including ordering of stationery.
• Arrange refreshments and beverages for the team(s) for special occasions. E.g., Valentine’s Day, Easter, and Women’s Day.
• Enforce company policy in terms of procedures including travel, cellphone, expense claims etc. (i.e., taking policy into account).
• Retrieve bank property e.g., cellphones, 3G cards, laptops, access cards etc., from the direct reports, of the manager, who leave the bank and return to the relevant parties.
• Assist with any general administration e.g., photocopying, scanning, document binding etc. that line manager requires.
• Build and maintain a contact database for the team and ensure that data is kept current.
• Maintain project documentation for departmental projects on request. Ensure that documents and reports are adequately completed by team members.

Account and cost maintenance

• Based on requests from the manager, request quotes from approved suppliers and generate purchase orders
• Follow up with vendors for the delivery of items. Check the invoices against items received from vendors.
• Obtain sign off on invoices from the cost centre owner and submit to accounts payable for payment. Follow up with accounts payable when vendors advise that they have not been paid.
• Investigate and resolve any unknown entries with the Accounts Payable department.
• On a monthly basis, request team members to submit supporting invoices for corporate credit card expenses. Complete the reconciliations obtain the individuals signoff and submit for processing.
• Arrange documentation to be sent to archives and retrieve documents from archives when needed.

Logistical requirements

• Take charge of office moves for team members including liaising with Facilities Managers and CRES
• Arrange catering for team events as requested. Ensure that the line manager approves orders prior to placing them.
• Ensure that the meeting room and venue has been checked prior to the meeting. Follow-up with the Executive Kitchen 24hours before to ensure that the food is delivered on time for the event/meeting
• Operations Support
• Vendor Support and management of FOOS
• Supplier Management -Service Reviews
• Onboarding of vendors
• Procurement liaison
• Education and Experience
• (NQF level 4): Grade 12
• Office administration diploma
• Good Matric pass with English
• At least 2 years working experience in an administrative role
• Some experience working in a bank.
• Knowledge & Skills
• Interpersonal skills
• Planning and organizing
• MS Office (E-mail, Excel)
• Verbal and written communication
• Competencies
• Deciding and initiating action
• Working with People / Teamwork
• Analysing / Problem Solving
• Planning and organizing / Coordination & Control
• Delivering results & Meeting Customer Expectations / Meeting Customer needs and

Delivering Quality

• Coping with Pressure and Setbacks / Resilience

Education

• National Senior Certificate/ Matric (Grade 12): Office Administration (Required)

End Date: July 10, 2025