Office Administrator

Phanda Personnel; Pretoria; On-site; ZAR 120,000 - 240,000; Full time

Job summary

A reputable public sector organization in Pretoria seeks a highly efficient Office Administrator to provide support to senior Directors. This role includes managing diaries, handling communications, and providing administrative support, making it ideal for someone eager to grow in their office administration career.

Qualifications

• Grade 12 or equivalent required.
• Proficient in MS Office (Word, Excel, PowerPoint).
• Experience in administrative roles, preferably in public sector.

Responsibilities

• Manage directors' diaries and schedule meetings.
• Provide secretarial support and correspondence management.
• Coordinate travel and claims processing.

Skills

Communication

Interpersonal Skills

Attention to Detail

Time Management

Initiative

Education

Grade 12 Senior Certificate (NQF 4)

Tools

MS Office

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

MS Outlook

Job description

A reputable public sector organization in Pretoria is seeking a highly efficient Office Administrator to provide direct support senior Directors. This is an exciting opportunity for someone who thrives in a fast-paced environment and is looking to grow within an office administration career.

Key Responsibilities:

• Manage Directors' diaries, appointments, and meeting schedules.
• Handle incoming calls, record messages, and respond to queries timeously.
• Provide secretarial support including preparing agendas, taking minutes, and managing correspondence.
• Draft and edit documents, submissions, and standard responses.
• Maintain electronic and manual filing systems and ensure easy retrieval of documents.
• Track progress on follow-up actions and provide feedback to Directors.
• Coordinate strategic report submissions (e.g., performance reports, audit documents).
• Arrange travel, accommodation, and process related claims.
• Provide procurement and financial administration support, including monitoring unit cash flow and petty cash management.

Minimum Requirements:

• Grade 12 Senior Certificate (NQF 4)
• Good understanding of office administration processes.
• Computer literacy: Proficient in MS Office (Word, Excel, PowerPoint), internet, and email.
• Strong communication and interpersonal skills.
• Ability to take initiative, multi-task, and work both independently and as part of a team.
• Administrative experience in a government or public sector environment will be advantageous.
• Knowledge of public sector policies, regulations, and the Public Finance Management Act (PFMA) will be an advantage.

Key Competencies:

• Administrative, planning, and organizing skills.
• Professional minute-taking and meeting coordination.
• Attention to detail and time management.
• Stakeholder engagement and service excellence.

Desired Skills:

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• MS Outlook
• Diary Management
• General Office Administration

Desired Qualification Level:

• Grade 12 / Matric