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Team Assistant At Barclays

Location: Johannesburg, Gauteng

Job Description

To provide administrative and secretarial support to a small team.

Key Responsibilities
Accountability: Administrative Assistance
  • Manage the diary of the direct line manager, reminding him/her of future commitments and matters requiring attention.
  • Organise meetings and functions for the team including logistics arrangements such as venues, menus, travel arrangements, etc.
  • Liaise with the in-house travel agent to do travel bookings for team members for domestic and international trips and follow the required travel approval process.
  • Participate in team meetings to take minutes of the meetings. Ensure that minutes are typed, approved by the meeting chair and distributed
  • On request from any team member, print and bind presentations or newsletters or other material.
  • Take charge of office moves for team members including liaison with building management and IT
  • Take charge of general office administration including ordering of stationery and groceries, restocking printers etc. Ensure that adequate reserve stock is ordered.
  • 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 that documents and reports are adequately completed by team members.
  • Maintain files for team documentation.
  • Record and relay telephone messages for team members who are out of the office.
  • Type correspondence, management reports or other documents on request from the line manager or any team member.
  • Arrange catering for team events as requested. Ensure that the line manager approves orders prior to placing them.
  • Ensure that the team's pause area is kept neat and clean by following up with cleaning staff.
  • Receive, open and distribute mail after logging the items according to the set procedures.
  • Arrange documentation to be sent to archives and retrieve documents from archives when required
Accountability: Account and Cost Maintenance
  • Based on requests from team members, request quotes from approved suppliers and generate purchase orders.
  • Follow up with vendors for the delivery of items.
  • Check the invoices against items received from vendors.
  • Obtain signoff on invoices from the cost centre owner and submit to accounts payable for payment.
  • Follow up with accounts payable when vendors advise that they have not been paid.
  • On a monthly basis, review entries passed against the department's cost centre.
  • Investigate and resolve any unknown entries with the Accounts Payable department.
  • On a monthly basis, request team members to submit supporting invoices for corporate credit card expenses. Complete the reconciliations, obtain the individuals signoff and submit for processing.
  • On a monthly basis request cost centre reports from Finance. Check the budget run rate and highlight all over and under-spent items to the cost centre manager.

Essential/Basic Qualifications

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
Knowledge & Skills: (Maximum of 6)
  • Knowledge of administrative Processes and Procedures
  • Interpersonal skills
  • Planning and organising
  • MS Office (E-mail, Excel)
  • Verbal and written communication
Competencies: (Maximum of 8 competencies)
  • Deciding and initiating action
  • Learning and researching
  • Professional and positive approach
  • Relating and networking
  • Adapting and responding to change
  • Persuading and influencing
  • Creating and innovating

Preferred Requirements
  • Preference will be given to South African Citizens and Permanent residents of South Africa in possession of proof of permanent resident status.
General
  • The appointment will be made in line with the Divisional Employment Equity strategy.