Administrator at National Health Laboratory Services

Key Responsibilities:

• To perform clerical functions and provide administrative support and execute administrative functions to the CEO's Office
• To compile the Annual Calendar
• To collect, collate and distribute documents on time for use at the EXCO and to compile meeting packs and insure distribution of packs to all meeting attendees 
• To arrange all meetings as required for the Initiative / Project feedback and ensure that all attendees are familiar with the agenda/s and all related matters, to arrange accommodation and transport (air tickets and transport to NHLS) for all meeting attendees as well as arranging meals and all meeting refreshments (Coffee, tea, etc.)
• To file documents according to the established procedures and the Archiving Act and to keep records and documents in order to ensure safekeeping and are easily accessible to the CEO office staff
• To coordinate office activities to ensure maximum efficiency and to keep and maintain efficient administrative support to the department by ordering stationary supplies in time and by keeping a minimum stock level of all supplies
• To take meeting minutes and typing minutes for the office of the CEO, Risk and Legal 
• To handle all enquiries (telephonic, verbal and by mail) quickly and efficiently to ensure effective and efficient service delivery 
• To draft correspondences and hand it to the designated approver in time to be distributed to the relevant stake holders timeously
• To follow up on reporting deadlines and provide the executive assistant with feedback regarding delinquent managers 
• To source information electronically, physically and telephonically, as and when requested by the CEO Manager and Business Analyst Strategist for business purposes
• To maintain a safe and secure working environment 
• To perform any other related secretarial, administrative or ad hoc duties as may be assigned by the CEO Manager and Business Analyst Strategist

Minimum requirements & key competencies:

• National Diploma in Office Management or Administration (NQF Level 6) or equivalent 
• Minimum 2 years in an office administration/customer relations role 
• Organisational skills
• Attention to detail
• Target-driven
• Time management skills 
• MS Office proficiency 
• Ability to communicate with senior employees
• Verbal and written communication skills
• Inter-personal skills 
• Analytical thinking
• Maintaining confidentiality
• Telephone etiquette 
• Working independently and in a team 
• Flexibility / Ability to adapt to change 
• Minute taking 
• Project management principles