Administrative Assistant at MHR

Introduction    

• MHR is currently recruiting an Administrative Assistant to work at a Professional Healthcare Association in Johannesburg

Requirements    

• Senior certificate or equivalent thereof.
• Additional qualifications in office administration or a related field is a plus.
• Proven experience in office administration or a similar role.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Experience in accounting (preferably with Pastel).
• Excellent communication and interpersonal skills.
• Strong organisational and multitasking abilities.
• Attention to detail and a proactive approach to problem-solving
• Immediately available

Key Outputs    
General Office Administration Duties:

• Order and manage office supplies, including stationery, groceries, crockery, cutlery, and other essential items, ensuring optimal stock levels.
• Collect, receive, and distribute mail efficiently.
• Organize and maintain the Administration Manager's diary, scheduling meetings asrequested.
• Assist in the planning and organizing of meetings and functions.
• Welcome visitors and arrange refreshments (tea/coffee).
• Complete job request forms for technical issues and monitor their progress.
• Monitor and content development social media pages and website.
• Facilitate travel arrangements for the Board of Directors and the Administration Manager.
• Ensure a systematic filing system is maintained for relevant documentation.
• Telephone Service:
• Answer telephone calls promptly and professionally.
• Take comprehensive messages and distribute them via email.
• Screen calls, directing complaints and queries to the Administration Manager.
• Maintain awareness of the Administration Manager's whereabouts at all times.
• General Administration Duties:
• Assist with ordering and distributing marketing materials.
• Maintain and update the database of all stakeholders, both members and nonmembers.
• Process new member applications, preparing and submitting them to the Administration Manager.
• Follow up on outstanding documents from potential clients, providing feedback to the Administration Manager.
• Provide new clients with relevant information.
• Maintain the electronic invoice system and follow up on payments.
• Report outstanding invoices to the Administration Manager monthly.
• Issue receipts for all payments received.
• Monitor the complaint section of the website and update the Administration Manager weekly to ensure timely handling of complaints.
• Assist in the compiling and distribution of minutes, agenda and reports for Exco, Regional Meetings and AGM.