Team Assistant

Absa Group; Johannesburg; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A leading banking institution is seeking an experienced Administrator in Johannesburg to coordinate day-to-day tasks, manage administrative duties, and provide operational support to the team. The ideal candidate will have an office administration diploma and at least two years of relevant experience, along with strong organizational skills.

Qualifications

• Grade 12 required with office administration diploma.
• At least 2 years working experience in an administrative role.
• Some experience working in a bank is an advantage.

Responsibilities

• Manage diaries and coordinate meetings for the manager.
• Provide general administrative support including document preparation.
• Handle vendor management and procurement-related tasks.

Skills

Interpersonal skills

Planning and organizing

Verbal and written communication

MS Office (E-mail, Excel)

Education

National Senior Certificate Grade 12

Office administration diploma

Job description

Empowering Africa’s tomorrow, together…one story at a time.

With over 100 years of rich history and strongly positioned as a local bank with regional and international expertise, a career with our family offers the opportunity to be part of this exciting growth journey, to reset our future and shape our destiny as a proudly African group.

Job Summary

To coordinate, plan & deliver day-to-day team tasks & activities to execute administration services accurately & timeously in support of org. policy compliance through the execution of predefined objectives as per agreed SOPs

Job Description

Diary, Meetings, Events and Travel Management

• Manage the diary of the manager, in an efficient manner by using Outlook, to set up meetingsrequested by the line manager or to accept meetings requested by others where the managerspresence is needed. Ensure that MS Teams links are added to online meetings.

• Track and monitor the acceptances and declines obtained from the relevant parties that havebeen invited to the meeting. Where possible, resolve issues independently but where neededescalate any concerns and issues to the manager

• Liaise with relevant parties to re-schedule any meetings, based on a request from either themanager or the original meeting organiser.

• Print all documentation relevant to the meetings and prepare daily meeting packs and givethem to the manager for their reference.

• When requested to by the manager, attend in team meetings to take the minutes of themeetings. Ensure that the minutes are typed, approved by the meeting chair, and distributed tothe relevant parties within the agreed time.

• Be available to meet new joiners to the team/function and assist them on their 1st day to gettheir laptop and access card.

• Arrange access to the buildings and restricted floors

• Arrange any venues and catering for any team events, as requested by the manager, and obtainthe managers approval on any orders prior to placing them with the suppliers.

• Liaise with the in-house travel agency to make the travel bookings for any domestic andinternational trips the manager is required to make and in so doing ensure adherence to therequired travel approval process.

• Organize meetings and functions for the team including logistics arrangements such asvenues, menus, travel arrangements, etc.

General Administrative Support

• Assist visitors by directing them to the correct venue or person that they are looking for. Orassist by signing for the package/documentation that is being delivered.

• Assist with any typing and preparation of Word, Excel and PowerPoint documentation neededby line manager.

• Ensure all necessary documents are filed on the share drive of the department

• Take charge of general office administration including ordering of stationery.

• Arrange refreshments and beverages for the team(s) for special occasions. E.g., Valentine’s Day,Easter, and Women’s Day.

• Enforce company policy in terms of procedures including travel, cellphone, expense claims etc.(i.e., taking policy into account).

• Retrieve bank property e.g., cellphones, 3G cards, laptops, access cards etc., from the directreports, of the manager, who leave the bank and return to the relevant parties.

• Assist with any general administration e.g., photocopying, scanning, document binding etc. thatline manager requires.

• Build and maintain a contact database for the team and ensure that data is kept current.

• Maintain project documentation for departmental projects on request. Ensure thatdocuments and reports are adequately completed by team members.

Account and cost maintenance

• Based on requests from the manager, request quotes from approved suppliers and generatepurchase orders

• Follow up with vendors for the delivery of items. Check the invoices against items received fromvendors.

• Obtain sign off on invoices from the cost centre owner and submit to accounts payable forpayment. Follow up with accounts payable when vendors advise that they have not been paid.

• Investigate and resolve any unknown entries with the Accounts Payable department.

• On a monthly basis, request team members to submit supporting invoices for corporate creditcard expenses. Complete the reconciliations obtain the individuals signoff and submit forprocessing.

• Arrange documentation to be sent to archives and retrieve documents from archiveswhen needed.

Logistical requirements

• Take charge of office moves for team members including liaising with Facilities Managers andCRES

• Arrange catering for team events as requested. Ensure that the line manager approvesorders prior to placing them.

• Ensure that the meeting room and venue has been checked prior to the meeting. Follow-up withthe Executive Kitchen 24hours before to ensure that the food is delivered on time for theevent/meeting

Operations Support

• Vendor Support and management of FOOS

• Supplier Management -Service Reviews

• Onboarding of vendors

• Procurement liaison

Education and Experience

• (NQF level 4): Grade 12

• Office administration diploma

• Good Matric pass with English

• At least 2 years working experience in an administrative role

• Some experience working in a bank.

Knowledge & Skills

• Interpersonal skills

• Planning and organizing

• MS Office (E-mail, Excel)

• Verbal and written communication

Competencies

• Deciding and initiating action

• Working with People / Teamwork

• Analysing / Problem Solving

• Planning and organizing / Coordination & Control

• Delivering results & Meeting Customer Expectations / Meeting Customer needs and

• Delivering Quality

• Coping with Pressure and Setbacks / Resilience

Education

National Senior Certificate/ Matric (Grade 12): Office Administration (Required)

Absa Bank Limited is an equal opportunity, affirmative action employer. In compliance with the Employment Equity Act 55 of 1998, preference will be given to suitable candidates from designated groups whose appointments will contribute towards achievement of equitable demographic representation of our workforce profile and add to the diversity of the Bank.

Absa Bank Limited reserves the right not to make an appointment to the post as advertised