TEMP Finance / Admin Assistant – Highlands House

Staffwise; Cape Town; On-site; ZAR 250 000 - 350 000; Full time

Job summary

A well-established residential facility in Cape Town is seeking a highly organized Finance / Admin Assistant. The role involves managing administrative processes, donor acknowledgments, financial documentation, and database management. Ideal candidates should have strong attention to detail, excellent organizational and multitasking skills, and at least 2–3 years of experience in administration. A tertiary qualification and knowledge of financial administration are preferred. Closing date for applications: 20 March 2025.

Qualifications

• At least 2–3 years of administrative experience in a service-oriented or non-profit environment.
• Knowledge of bookkeeping and financial administration is advantageous.
• Proactive, self-driven, and able to work independently.

Responsibilities

• Prepare and issue thank you letters and tax certificates for donations.
• Maintain and update the spreadsheet of tax certificates for submissions.
• Assist in preparing finance letters for new resident admissions.

Skills

Attention to detail

Organisational skills

Ability to multitask

Communication skills

Problem-solving skills

Education

Tertiary qualification

Tools

MS Word

MS Excel

Salesforce

Mailchimp

Xero

Pastel

Job description

About the Organisation and the Role

Highlands House is a well‑established residential facility for frail older persons. They are seeking a highly organised Finance / Admin Assistant to manage administrative processes, donor acknowledgments, financial documentation, and database management.

The ideal candidate will have strong attention to detail, excellent organisational skills, and the ability to multitask efficiently in a fast‑paced environment.

Main Duties & Responsibilities

• Financial Administration
  • Prepare and issue thank‑you letters and tax certificates for all donations and bequests.
  • Maintain and update the spreadsheet of tax certificates for SARS submissions.
  • Assist in preparing finance letters and undertakings for new resident admissions.
  • Update and maintain monthly schedules for deceased estates, donations, and bequests.
  • Follow up on deceased estates and prepare letters of condolence.
  • Maintain accurate month‑end schedules and debtors’ statements.
• Documentation & Compliance
  • Prepare and submit information for the Annual General Meeting (AGM).
  • Draft and manage resolutions and ad hoc letters as needed.
  • Assist with preparing and sending tariff increase letters to relevant parties.
• Database & System Management
  • Maintain and update the database.
  • Manage donor communication and engagement.
  • Support the digitisation of forms for use across various departments, particularly in the clinic.
• General Admin Support
  • Assist in the implementation and maintenance of administrative systems.
  • Take minutes at meetings, circulate them promptly, and maintain records.
  • Additional ad hoc administrative tasks as and when required.

Required Skills & Experience

• A tertiary qualification.
• At least 2–3 years of administrative experience, preferably in a service‑oriented or non‑profit environment.
• Knowledge of bookkeeping and financial administration is advantageous.
• Strong verbal and written communication skills with a professional and empathetic approach.
• Ability to communicate clearly with residents, families, donors, and financial institutions.
• Excellent administration, organisational, and multitasking skills.
• Proactive, self‑driven, and able to work independently while maintaining team collaboration.
• Strong problem‑solving abilities and a structured approach to administrative processes.
• Technical proficiency: Advanced MS Word and Excel, Salesforce, Mailchimp (advantageous), Xero or Pastel (beneficial).
• Ability to maintain confidentiality and discretion when handling sensitive financial and resident information.

How to Apply

Interested applicants can click the APPLY NOW / DOWNLOAD APPLICATION button to submit their application online. Closing date for applications: 20 March 2025.