About the Role
The Office of the Principal is seeking a dedicated Senior Administrative Officer to join their team based at the Head Office in South Africa. This position is pivotal in ensuring smooth operations within the office, which directly impacts the effectiveness of public service delivery in the community. By taking on this role, you will play a critical part in supporting the Principal and enhancing the efficiency of administration processes, ultimately contributing to better service outcomes for citizens.
As a Senior Administrative Officer, you will engage with various departments and stakeholders, coordinating efforts that facilitate effective communication and planning. Your work will involve drafting essential documents, managing logistics, and ensuring that all meetings and reports are executed flawlessly. This role is more than just administrative support; it’s about being an integral part of a team striving to improve the public service experience in our communities.
About the Department
The Office of the Principal operates within the framework of public administration, focusing on educational and institutional excellence. This department is committed to promoting effective governance and ensuring that policies and programs align with the needs of the community. Working here means you are part of a mission that prioritizes transparency, accountability, and continuous improvement in public service, making a meaningful contribution to society.
What You’ll Do
- Draft letters, submissions, and memorandums with precision
- Prepare supporting documents for meetings and manage stationery distribution
- Receive, consolidate, and report on monthly departmental outputs
- Coordinate the college’s contributions to various financial reports
- Establish and implement effective document management systems
- Manage logistical arrangements for travel and meetings
- Process claims related to travel and meetings efficiently
- Compile agendas, minutes, and reports for various committees
- Maintain a register of resolutions and ensure proper correspondence with Council members
- Assist in strategic planning and performance reporting processes
- Conduct assessments on college effectiveness to support service delivery objectives
What You’ll Need
- Grade 12 Certificate
- Recognized National Diploma in Public Administration, Business Management, or Office Management (NQF Level 6)
- 3-5 years of experience in a Public Administration environment
- Valid Driver’s License is an added advantage
- Strong understanding of public administration principles and relevant legislation
- Excellent administrative, planning, and organizational skills
- Proficiency in financial management and report writing
- Strong communication and interpersonal skills
- Competence in problem-solving and analytical thinking
- Team leadership and people management skills
How to Apply
Please refer to the application instructions below.
Requirements
Grade 12 Certificate.Recognised National Diploma in Public Administration / Business Management / Office Management (NQF Level 6) or equivalent qualification.
3-5 years in Public Administration environment.
Valid Driver’s License will be an added advantage.
Competencies: Knowledge and understanding of Public Administration.
Knowledge of the relevant legislation, policies, prescripts and procedures.
Basic knowledge of Financial Administration.
Skills: Administrative; Planning and organizing; Financial management; Report writing; Communication and interpersonal; Problem solving; Computer literacy; Analytical.
Client oriented.
Project management.
Team leadership.
Planning and organizing.
People management.
Job Duties
Draft all letters, submissions and memorandums.Preparing supporting documents for meetings, receive and distribution of stationery to the relevant officials.
Receive and consolidate monthly reports.
Assist in co-ordinate of college inputs for annual, quarterly, monthly reports, and cash flow statements.
Assisting in the establishment and implementation of effective records and document management systems in the office of the Principal.
Coordinate all logistical arrangements for travelling and meetings etc.
Processing of claims for travelling and meetings etc.
Arrange all meetings, proceedings and activities of the above structures.
Compile agenda, minutes, reports and other records of the above structures.
Distribution of relevant documents for meetings of above structures.
Assist in keeping a register of resolutions and supporting all relevant Council Members / Managers / Officials through continuous correspondence to remind them of what needs to be done.
Safekeeping of approved minutes are signed off and safely kept.
Assist in coordinating operational and strategic planning process.
Assist in coordinate and compile strategic and operational plans.
Assist in facilitating the development and implementation of service delivery improvement plans and initiatives.
Assist in coordinating and compiling institutional performance and strategic reports.
Assist in conducting an assessment on college effectiveness and efficiency in supporting the attainment of service delivery objectives.
