Administrative Assistant X 3

Road Accident Fund; Cape Town; On-site; ZAR 120,000 - 180,000; Full time

Job summary

A government agency in South Africa is seeking an Administrative Assistant to provide day-to-day administrative support. The ideal candidate will manage documentation, support office coordination, and assist with meeting arrangements. Applicants should have a Matric certificate and relevant experience. The position is a 3-year fixed term contract with a focus on integrity and accountability.

Qualifications

• 1 year of relevant experience in Administrative or similar environment.
• Excellent planning and organisational skills.
• Good administrative skills.

Responsibilities

• Provide administrative day-to-day support to the department.
• Maintain up-to-date written documentation related to business activities.
• Aid in arranging meetings and taking minutes.

Skills

Planning, organisation and coordinating

Client service orientation

Computer literacy in MS Word, Excel, PowerPoint

Education

Matric or Grade 12 certificate

Job description

Overview

The Road Accident Fund’s mission is to provide appropriate cover to all road users within the borders of South Africa; to rehabilitate and compensate persons injured as a result of motor vehicle accidents in a timely and caring manner; and to actively promote safe use of our roads.

NB: This is a 3 Years Fixed Term Contract.

Purpose of the Job

The Administrative Assistant is responsible for providing administrative day-to-day support to the respective department.

Key Performance Areas

• Compliance administration

• Maintain up-to-date written documentation related to the department’s business activities.
• Ensure compliance to the policies and process standards.
• Keep abreast of internal standards and business goals to ensure adherence to sound internal control.

• Office coordination

• Aid in the maintenance of correspondence, filing, telephonic queries and provide general administration support to the office.
• Maintain strict confidentiality in all matters relating to the office.
• Assist in making follow-ups on outstanding matters.
• Ensure all requests are handled and responded to within set timelines.
• Engage and follow up with Processing Centres on outstanding matters.
• 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.
• Allocation of matters to responsible team members.
• Draft and send out letters to all stakeholders as required.

• Meeting support

• Aid in arranging meetings on behalf of the department.
• Assist with taking and distributing minutes in accordance to set governance standards.
• Create and maintain a register to track matters outstanding.
• Support in the maintenance of follow-up plan on meeting resolutions and matters outstanding.
• Ensure confirmation of meetings and management of team diaries.
• Schedule appointments with internal and external stakeholders as and when required.

• Document and Records Management

• Administer the records management and filing processes in line with the RAF filing plan.
• Ensure that the filing system is up-to-date and functional.
• Aid in the 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.

Qualifications

• Matric or Grade 12 certificate.

Experience

• Relevant 1 year’s experience in Administrative or similar environment.

Behavioural Competencies

• Planning, organisation and coordinating.
• Personal mastery.
• Emotional wisdom and decision making.
• Ethics and values.
• Client service orientation

Technical Competencies

• 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.

Road Accident Fund Values

• Integrity
• Compassion
• Accountability
• Respect
• Excellence
• Empathy

NB: RAF offers Total Employment Cost packages with no additional contributions from the Employer, successful candidates are required to structure their packages in a manner that will suit their needs.

The Road Accident Fund subscribes to the principles of employment equity and preference will be given to People with Disabilities.

Applicants who have not received any correspondence from us within six weeks from the closing date can consider themselves unsuccessful.

Security Vetting shall be conducted on all prospective employees.

It is the applicants’ responsibility to have foreign qualifications evaluated by the South African Qualification Authority (SAQA) and to provide proof of such evaluation.