Administrative Assistant X5

Road Accident Fund; Durban; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A government agency is seeking an Administrative Assistant in Durban to provide day-to-day administrative support. The role involves maintaining compliance documentation, coordinating office activities, and managing documents. Candidates should ensure timely task completion and efficient records management. This position is contract-based for 18 months.

Responsibilities

• Provide administrative support to the department.
• Maintain compliance with policies and standards.
• Coordinate office activities and ensure timely responses.

Job description

Overview

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

18 months Fixed Term Contract

Key Performance Areas

Compliance administration

• Maintain up-to-date written documentation related to the departments 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

• 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.
• Allocation of matters to responsible team members.
• Draft and send out letters to all stakeholders as required.

Meeting Support

• 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.
• Maintain a 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 filling processes in line with the RAF filling 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.