Administrator Provincial - Free State at Construction Education & Training Authority (CETA)

JOB PURPOSE AND PROFILE

To provide administrative support to the Client Services and Projects unit in the Provincial Office to ensure the effective and efficient running of the office, provide superior client service and to support the CETA in the execution of the overall strategy.

RESPONSIBILITIES:

• Coordinate and provide administrative duties in the Provincial Office such as, receiving telephone calls, correspondence and emails and flagging them as required.
• Work with the Head: Clients Services and Projects to prioritise an agenda and focus on the most important issues and opportunities within the province.
• Develop, maintain, and update the Provincial Office’s annual meetings planner.
• Attend and minute proceedings of meetings as directed by the Manager.
• Compile a decision register and follow-up on the office meeting outcomes.
• Draft and type letter, reports, memo’s and ensure that all documents are formatted to professional standard.
• Coordinate the Provincial Office’s meetings and preparation and ensure that all invitations, logistics, minutes and relevant agendas and material are provided.
• Assist in the coordination of Stakeholder Workshops and other events and functions as required within the province.
• Attend key meetings as directed by the Manager with the purpose of ensuring follow-up and execution on identified actions.
• Provide input and formulate business presentations in consultation with the Manager.
• Work with the Manager to strategies and manage a portfolio of relationships relevant to the business unit.
• Order, receive, verify, store, and maintain an accurate inventory of office supplies as required.
• Compliance with performance Management Policy.
• Attendance of Development workshops and interventions as per agreed PDP
• Prepare and submit to the Supervisor accurate, complete, and credible monthly reports as required for consolidation and tabling to monthly MANCO.
• Ensure all work is backed up regularly as per ICT policies ono the CETA electronic servers.
• Attend all risk, compliance, ethics and fraud prevention updates meetings, trainings, and workshops as scheduled by CETA.
• Build and maintain relationships with all CETA business units for the purposes of expectations management and knowledge sharing.
• Respond to routine queries and escalate higher-level requests to the relevant staff in the business unit as required.
• Convene and attend meetings and present findings and business cases to relevant stakeholders when required.
• Implement timeous communication on progress and challenges in achieving the tactical work plans to impact stakeholders.
• Attend and address all stakeholder queries timeously and effectively.

Requirements

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

• A qualification in office Management/ Business Administration or Communications, or Generic Management qualification.
• Project Management qualification will be advantageous.
• Experience in administration or in a similar role, ETD sector or Public Entities-Operational
• Construction experience would be an added advantage.

The following Attributes are necessary to succeed in this role:

• Punctual, self-discipline and a motivated team player.
• Ethical consciousness and conduct in all dealings with the matters of CETA.
• Emotionally intelligent and communicates well across all levels.
• Analytical and pay attention to detail.
• Deadline driven.
• Adaptable and problem-solver.
• Excellent negotiation and organising skills.
• Innovative and creative self-starter.
• Ability to work with difficult individuals.