Data Capturer/Office Admin_Transgender ( Cape Town ) at TB HIV Care

Purpose of the position:

• The data/capturer administrator is responsible for providing administrative support to team members within the office as well as capturing incoming programmatic data on the relevant electronic databases, check data completeness, consistency and data verification. The position may include performing many office duties including supporting the sites leader to control petty cash, typing, faxing, scanning, copying, minute-taking, ordering supplies, attending meetings and setting up appointments, etc.

Minimum Requirements    
Education

• Grade 12 or Equivalent
• Business Administration Certificate or similar

Work Experience:

• Two years’ experience in an administrative role
• Previous experience of being an administrator
• Computer literate in MS Office
• Three or more years related experience in the HIV AIDS and STI programme
• IT or networking experience; experience in capturing data, maintaining and/or updating databases and data analysis which includes the whole data management process
• Excellent organizational and administration skills, with a particular emphasis on attention to detail
• Proficiency in English and another South African language
• Valid code 8 driver’s licence  

Duties and Responsibilities    

• Liaise with external and internal stakeholders
• Implementation of administration systems
• Capture incoming data on clients rendered service from the mobile team and outreach team
• Follow up with staff to make sure data capture forms is accurately filled in, completed and returned timeously
• Store, maintain captured data and do regular backups
• Check data for completeness, consistency and data verification
• File hard and electronic copies of data submitted
• Validate data and submit reports when required
• Meet with Peer Educators, HAST Counsellors and PNCs on regular basis to discuss data concerns
• Retrieving service users’ records
• Office management
• General office support
• Managing the headcount register for walk-in clients
• Implement administration systems
• Employee data capturing and monitoring
• Filing and record keeping
• Minute-taking
• Managing and routing office communications, letters and documents
• Preserving office records
• Gathering information for reporting purposes
• Updating office manuals
• Managing electronic and printed files
• Typing and utilising MS Office (MS Word, Excel, PowerPoint)
• Utilise the relevant software packages
• Retrieve clients records during consultation
• General office duties
• Faxing, scanning, copying
• Ordering office supplies
• Conducting employee orientation
• Attending meetings, functions and events
• Organising diaries
• Handling of guests and stakeholders
• Communicate effectively with internal and external stakeholders
• Provide information and feedback as required
• Timeous resolution of queries
• Create favourable relations with all stakeholders  
• Works cooperatively with all team members to support the achievement of work plan activities
• Participate in proactive team efforts to achieve departmental and company goals
• Implements self-development initiatives
• Comply with all safety policies, practices and procedures according to prescribed legislation
• Report all unsafe activities to Senior Management/Human Resources
• Adhere to decision making procedures
• Adhere to decision making procedures

Skills and Competencies    

• Good communication skills
• Coordination skills
• Liaison skills
• Networking
• Problem-solving skills
• Knowledge management
• Planning and organising