Administrator to the Executive Manager: Learning Programmes at CATHSSETA

Qualification:

• Matric plus National Diploma in Office Administration or related qualification; Project Management certificate will be an advantage; and a Driver’s licence is required.

Experience:

• 2 - 3 years’ experience in Office Administration, of which 1 - 2 years must be in the SETA space

Description:

Job Summary

• To provide administrative support to the Executive Manager: Learning Programmes and the entire unit. 

Executive Office Administration and Coordination

• Coordinate the daily administrative functioning of the Office of the Executive Manager, including diary management, appointments, meetings and logistical arrangements.
• Coordinate incoming and outgoing correspondence, submissions and official communication.
• Prepare meeting packs, agendas, briefing notes and supporting documentation for executive engagements.
• Monitor and follow up on outstanding administrative matters assigned to the executive manager.
• Policies, systems and governance implementation.

Reporting and Performance Coordination

• Consolidate inputs from Learning Programmes units for executive, management and institutional reporting.
• Maintain a reporting calendar and monitor reporting deadlines applicable to the Office of the Executive Manager.
• Maintain an updated dashboard of correspondence, submissions, contracts, payments and reports processed through the Office of the Executive Manager.
• Track management commitments, reporting requirements and outstanding deliverables requiring follow-up.

Compliance and Records Management

• Maintain proper records of decisions made and approvals.
• Maintain an effective electronic and physical document management and filing system.
• Verify the completeness and availability of supporting documentation for submissions requiring executive approval.

Stakeholder and Strategic Programme Coordination

• Coordinate communication and information flow between the Office of the Executive Manager and internal and external stakeholders.
• Maintain updated registers of stakeholder engagements, requests, commitments and follow-up actions.
• Monitor progress on assigned initiatives and escalate delays, risks or outstanding matters.
• Coordinate briefing material, presentations and supporting information required for stakeholder engagements.

Document Quality Assurance and Administrative Support

• Review documents for completeness, accuracy, consistency and compliance with approved organisational templates.
• Conduct quality assurance of reports, presentations and submissions before submission to the Executive Manager.
• Maintain a document quality assurance and administrative support register reflecting documents reviewed and matters processed.

Skills and Knowledge Required

• Knowledge and understanding of Public Service Acts (PFMA, Treasury Regulations, etc.)
• Principles, methods, practices and techniques involved in strategic Project Accounting
• Knowledge and understanding of GRAP Standards
• Good taxation knowledge (Income Tax, PAYE and VAT)
• Knowledge of Financial Accounting processes and packages

Technical Skills

• Good analytical skills
• Computer skills (Microsoft Suite)
• Project Management

Core Competencies

• Analytical thinking
• Planning and organising
• Integrity and ethical behaviour
• Quality concern and accuracy
• Attention to detail
• Financial acumen

Generic Competencies

• Client/Customer Focus
• Good interpersonal skills
• Presentation skills