Road Accident Fund (RAF): Administrative Assistant
Purpose of the Job: The Administrative Assistant is responsible for providing administrative day-to-day support to the Offer Management department.
Responsibilities / Key Performance Areas
- Maintain up-to-date written documentation related to the department’s business activities.
- Ensure compliance with policies and process standards.
- Keep abreast of internal standards and business goals to ensure adherence to sound internal control.
- Assist in making follow-ups on outstanding matters.
- Ensure all requests are handled and responded to within set timelines.
- Assist in ensuring the availability of stationery within the department.
- Validate and verify information and documents submitted for accurate capturing and further handling.
- Ensure the systems/registers used are kept up to date.
- Check for duplicate documents, requests, and queries and report on them.
- Allocate reference numbers and accurately capture related documents on different systems.
- Allocate matters to responsible team members.
- Draft and send out letters to all stakeholders as required.
- Arrange meetings on behalf of the department.
- Assist with taking and distributing minutes in accordance with set governance standards.
- Create and maintain a register to track matters outstanding.
- Maintain a follow-up plan on meeting resolutions and outstanding matters.
- Ensure confirmation of meetings and management of team diaries.
- Schedule appointments with internal and external stakeholders as required.
- Administer the records management and filing processes in line with the RAF filing plan.
- Ensure that the filing system is always up-to-date and functional.
- Retrieval of information at all times as requested in the office.
- Ensure confidentiality of all documents under control and that documentation reaches the intended recipients.
- Acknowledge the receipt of documentation, apply a file number allocation, record data onto the computer system, and file appropriately.
Requirements:
- Matric or Grade 12 certificate.
- Relevant 1 year of experience in an Administrative or similar environment.
Skills and Competencies:
- Planning, Organising and Coordinating
- Personal Mastery
- Emotional Wisdom and Decision Making
- Ethics and Values
- Client Service Orientation
- Computer literacy in MS Word, Excel, PowerPoint.
- Excellent planning and organisational skills.
- Good administrative skills.
- Ability to access required information.
- Writing skills.
- Basic understanding of SCM processes.
- Basic financial acumen.
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