Administration Clerk at Western Cape Education Department (WCED)

REQUIREMENTS :

• National Senior Certificate (or equivalent). A minimum of one year experience in an administrative environment.
• Knowledge: Knowledge of administration duties, practices as well as the ability to capture data, operate a computer and collect information. Knowledge and understanding of the legislative framework governing the Public Service; Knowledge of working procedures in terms of the working environment.
• Skills: Numeracy; Literacy: Typing; Computer Literacy; Attention to detail (Accuracy); Planning and organisation; Good verbal and written communication; Budgeting and finance; Flexibility and teamwork. 

DUTIES :

• Assisting with pre-delivery administration management: Prepare and send confirmation and declaration letters to qualifying course participants. Follow-up on outstanding declaration letters from course participants; Prepare and administer bulk SMS and or e-mails to confirm and communicate with course participants regarding logistics for courses; Prepare Master Participant profile, create classrooms on LMS; Follow-up on incomplete information on the Master profile; Prepare attendance registers and data spreadsheets for pre-course confirmation; Follow-up on catering in consultation with Training Co-ordinator;
• Prepare and managing the links for online training sessions and prepare registers for online sessions, MS Teams and LMS; Ensure venues are set up for programme delivery, prepare registration tables, set up signage, etc; Prepare meeting packs/and or training material; Receive substitute documents and follow-up on incomplete documents. Assisting with post-delivery administration management: Record substitute documents, quality assure documents for submission for payment to Directorate: Service Benefits Multi-Functional Teams; Record and process subsistence and travel (S&T) claims for necessary authorisation. Prepare and quality assure the certificate. Lists for verification and necessary authorisation; finalise master participant profile for final auditing verification purposes; Dispatch e-Certificates to qualifying course participants.
• Preparing data for compliance reports: Verifying master participant profile with latest PERSAL data; Record, organise, store, capture and retrieve correspondence and data; Update registers and databases; Keep and maintain the filing system for the component by filing documents and record-keeping. Quality assuring audit data. Provide a general clerical support service: Type letters and/or other correspondence when required; Compile letters; Keep and maintain the incoming and outgoing document register of the component; Handle routine enquiries; Make photocopies; Distribute documents/packages to various stakeholders as required; Capture and update expenditure; Keep record of budget allocation; Check correctness of subsistence and travel claims of officials and submit for approval.