Career Opportunities: Administrator (12803)

South African Broadcasting Corporation; Johannesburg; On-site; ZAR 25 000 - 45 000; Full time

Job summary

An established industry player is seeking a proactive and detail-oriented individual to join their Legal Services team. This role involves providing comprehensive administrative support, coordinating meetings, and managing documentation to enhance service delivery. The ideal candidate will have a strong background in legal administration, advanced computer skills, and the ability to handle confidential information with discretion. If you thrive in a dynamic environment and are passionate about contributing to a team focused on excellence, this opportunity is perfect for you.

Qualifications

• 3-5 years of secretarial/administrative experience required.
• Ability to handle confidential information and work under pressure.

Responsibilities

• Coordinate meetings and prepare agendas for the Legal Services team.
• Manage documentation and ensure effective communication within the department.

Skills

Secretarial Skills

Communication Skills

Time Management

Problem Solving

Advanced Computer Skills

Confidentiality Handling

Education

National Diploma or Degree in Legal/Administration

Tools

SAP

SharePoint

MS Word

MS Excel

MS PowerPoint

Job description

Requisition ID12803-Posted -Legal Services-Legal Advisory Services-GP - Auckland Park

Reporting to Head Legal Services : The incumbent will be responsible for providing an effective and efficient support service to the Legal Services team to improve service delivery and turnaround times.

Key Accountabilities:

• Effective receiving and processing of mail and answering of calls in a professional, effective and courteous manner, including taking clear, efficient and proper messages.
• Coordinating all Meetings and Workshops of the Legal Services Department (“Department”), including Meetings involving the Head: Legal Services (“Line Manager”), taking accurate written and/or digitally recorded Minutes.
• Accurately arranging and/or re-arranging the aforesaid Meetings and ensuring time management in the diary and daily schedule of the Line Manager.
• Assisting Line Manager with planning and preparing for all meetings in terms of, among other things, drafting the Meeting Agenda.
• Assisting Line Manager with reminders and/or monitoring of Departmental Strategy, Annual Operating Plans (AOP’s), Risk Register and Risk Treatment Plans, and resolving Audit Findings.
• Creating and sending Departmental activity alerts and reminders to the Line Manager.
• Managing of own time as well as Line Manager’s daily schedule in order to ensure effective operation of the Department.
• Prompt and accurate preparation and management of documentation with effective management of document flow in the office of the Line Manager.
• Effective management of the filing system to ensure easy future reference.
• Effective handling of Staff and Client complaints and enquiries to ensure a healthy working environment and positive client relations.
• Compiling and submitting Monthly and Quarterly Reports in line with the required protocol.
• Assist with the typing of operational instructions and requirements from the Line Manager and handling of all documents for the Line Manager.
• Manage the Departmental repository email inbox ([e-mail] ) to record the receipt of new instructions accurately and timeously, including allocations to Staff under the guidance of the Line Manager.
• Loading Agreements and documents for signatures, recording and filing returned Agreements and documents on the filing system.
• Record and allocate new instructions in accordance with Line Manager’s guidance, SOP’s and applicable policies.
• Assist Clients with administrative queries on behalf of Legal Services including processing urgent instructions.
• Manage and optimize the easy flow of instructions and agreements through Legal Services.
• Loading and allocating new instructions using the Information Management system such as SharePoint or SAP (“SharePoint”).
• Ensure that a proper and accurate system is kept on SharePoint.
• Gain a strong understanding of the SharePoint system and be willing to assist the Department on queries on SharePoint.
• Process received invoices, SES and PR’s and be the liaison Departmental personnel between, Service Providers such as Attorneys, Staff, Line Manager, and Finance Department to ensure that invoices are compliant, interrogated, processed and paid.
• Ensuring that all invoices are in line with the SABC’s invoicing system and requirements.
• Ensuring that invoices are loaded, submitted and delivered to Finance timeously to ensure timeous payment.
• Assisting the Department with overall Contract Management.
• Keeping proper records of all invoices received, processed and paid, and assisting with updating financial reports sections in the Monthly and Quarterly Reports.
• Ordering refreshments and stationery.
• Travel arrangements for Line Manager and Staff on SAP.
• Ensuring effective communication to Line Manager and/or Staff on travel arrangements.

MINIMUM REQUIREMENTS

• National Diploma or Degree in Legal /Administration and /or relevant qualification. NQF 6/7
• Minimum of 3-5 years’ secretarial / administrator experience
• Working understanding of the SAP system or similar Information Management system and all its processes especially related to payment of invoices, creation of purchase orders and assisting on projects.
• A self-starter, who is able to work independently, takes decisions and solves problems.
• Ability to handle confidential information.
• Ability to work under pressure and irregular hours when required.
• Advanced computer skills (MS Word, MS Excel, E-mail and Internet) with above average competence in presentation software (MS PowerPoint).
• Thorough knowledge of office administration (including the ability to prioritize work activities).
• Excellent interpersonal and communication skills (verbal and written).
• High level planning and coordinating skills.
• Experience and ability to create highly professional presentations and reports.
• A detailed orientated person with a strong focus on accuracy and attention to detail.