Procurement à Grande-Bretagne

We are seeking a highly organized and detail-oriented Office Manager (Fluent Afrikaans Speaking) with a strong background in bookkeeping and travel coordination, ideally within the healthcare industry. The ideal candidate will be responsible for overseeing daily office operations, managing financial records, and ensuring efficient travel arrangements for staff and executives. This role plays a key part in supporting a smooth and compliant administrative environment in alignment with healthcare industry standards.

Responsibilities

1. The successful candidate will be responsible for the day-to-day running of the business, including office administration and support, staff welfare, diary and travel management, and organisational calendar support.
2. Proficiency in Afrikaans is essential.
3. Key responsibilities include:

• Ensuring the smooth running of office operations, including strategic documents and facilities management.
• Providing general secretarial, administrative, executive, and personal support to the CEO and management.
• Acting as the first point of contact within and outside the organization.
• Managing travel arrangements, VISA and passport applications, booking accommodations, car hire, and processing expense claims.
• Handling office admin tasks such as opening the office, answering phones, meeting catering, and assisting visitors and suppliers.
• Handling telephone queries professionally and using initiative.
• Managing electronic diaries and office facilities effectively.
• Preparing written correspondence, including emails, reports, memos, minutes, and agendas.
• Maintaining documentation for tenders, bids, and statutory requirements, ensuring they are ready for submission.
• Organizing and storing all documentation accurately, both physically and electronically.
• Managing relationships with office support suppliers and addressing related queries.
• Monthly reconciliation of cash expenditure against budgets.
• Organizing office events.
• Ensuring administrative systems, processes, policies, and procedures are effective and efficient.

Qualifications

• Matric or equivalent qualification.
• Experience in administrative and clerical work.
• Proficiency in Microsoft Office Suite.
• Strong communication skills.
• Ability to multitask effectively.
• Friendly and upbeat demeanor.

Skills

• Office operations coordination.
• Calendar and schedule management.
• Staff support and supervision.
• Document control and filing systems.
• Inventory and supply management.

Financial & Bookkeeping Skills

• Accounts payable and receivable.
• Payroll support and expense tracking.
• Budget monitoring and reporting.
• Experience with accounting software (e.g., QuickBooks, Tally, Xero).
• Bank reconciliation and financial documentation.

Travel & Visa Coordination

• Arrangements for domestic and international travel.
• Booking flights and hotels.
• Managing visa applications and processing (business & medical travel).
• Managing travel expenses.
• Coordinating with embassies and agencies.

Tender & Compliance Documentation

• Preparing and submitting tender documents.
• Understanding healthcare bidding processes.
• Ensuring compliance with tender deadlines and specifications.
• Liaising with government agencies and vendors.
• Proofreading and formatting documents.

Industry-Specific Knowledge

• Understanding healthcare administrative protocols.
• Knowledge of medical licensing, accreditation, and legal compliance.
• Familiarity with healthcare procurement and vendor systems.

Communication & Interpersonal Skills

• Strong written and verbal communication.
• Professional email and business correspondence.
• Stakeholder and vendor coordination.
• Team collaboration and support.

Technical Proficiency

• MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Google Workspace (Docs, Sheets, Drive).
• Accounting software (QuickBooks, Tally).
• Document management systems.

Desired Skills:

• Office Management
• Bookkeeper
• Travel Arrangements
• Tender assistant
• Proficient in Afrikaans
• Experience in the health industry

Desired Qualification Level:

• Grade 12 / Matric

About The Employer:

Health Industry