Senior Administrative Assistant

Essential Qualifications/Experience:

·       Higher vocational training in a relevant discipline with 1-year post-related experience or a secondary educational qualification with 3-years post-related experience

·       Experience working in an office environment utilizing office management systems and procedures

·       Experience in problem solving and proven ability to be flexible when needed

·       Excellent written and verbal communication skills.

·       Proven experience in effective time management and multi-tasking in an ever-changing environment

·       Extensive knowledge and experience (3+ years) in the use of Microsoft office automation packages (Word, Excel, PowerPoint and database applications)

·       SharePoint design, admin and/or management training

DUTIES/ROLE:

·       Knowledge management

ü  Maintains a knowledge management database

ü  Contributes to the definition of policies, standards, and guidelines for knowledge management

ü  Maintains and implements information handling procedures

ü  Leverages knowledge of a specialism to capture and classify content, taking expert advice when required

·       Learning coordinator

ü  Acts as learning coordinator within the OE

ü  Books and organises learning activities within the OE

ü  Updates and controls training records, including attainment of certificates and accreditations

·       Business administration

ü  Assists the team/manager in ensuring they have the information needed to support ongoing team processes

ü  Assists in planning for meetings

ü  Sets up and provides detailed guidance on software, procedures, processes, tools and techniques for administration and workplace productivity

ü  Liaises and organises across functions

ü  Updates and maintains office policies and procedures

·       E-Mail Software

ü  Selects appropriate e-mail functions such as in-box, mail sent, drafts, trash, etc., to retrieve and store mail

ü  Follows proper procedures and conventions to retrieve, create, send and store mail in accordance with organizational regulations

ü  Explains the use of features including address books, distribution lists, and bulletin boards

·       Office Administration

ü  Manages in-processing and out-processing procedures for arriving and departing personnel

ü  Assists in developing administrative process flow to and from other functions and departments (Task Tracker – TT+)

ü  Coordinates preparation and distribution of standard reports (e.g. status or activity)

ü  Processes and documents requirements for equipment or staff requisitions

ü  Performs all aspects of administrative support for a location or a department