Departmental Administrator (6 Month Contract) at PPS

Qualifications:

• Matric.
• Relevant tertiary qualification.

Experience:

• 5 – 10 years’ experience as a PA/Department Assistant.
• Strong administrative skills (good computer skills for the typing of schedules, tables, figures, spreadsheets, presentations).
• Customer management.
• Stakeholder relations.

Duties and Responsibilities

• Analyze and coordinate daily department activities to achieve established goals.
• Maintain department calendar and ensure to meet deadlines.
• Prepare meeting agenda, schedule department meetings and distribute minutes.
• Coordinate and organize the various forums, events and activations as required.
• Provide full administration function diary management, travel and events, email management, presentations and reports.
• Represents the department on certain ad-hoc projects, meetings and events as required.
• Managing and execution of the various special projects within the division and co-ordinating with all stakeholders to monitor, execute and implement.
• Respond timeously and professionally to a variety of ad hoc projects, business issues, client requests and stakeholder requests that impact across the area of responsibilities.
• Determine best practice and gather information to prepare various reports.
• Check the accuracy of analysis and reporting, suggest corrective action.
• Create synergies by analysing and interpreting relevant report findings to translate the report data into understandable management information.
• Building Power Point presentations and Data sheets with graphs and widgets for the function.
• Budget management - responsibilities will include collation of budget inputs, monitoring monthly spend against budget and reporting on variances, and allocation and processing of invoices and claims against the correct accounts to avoid overspend etc.
• Management, tracking and driving of all the department stats, competitions and initiatives.
• Maintain all department information confidential and secure.
• Respond to work requests from department in timely and accurate manner.
• Assist Manager in preparing and maintaining meeting materials, business presentations and other department requirements.
• Perform data collection, analysis and reporting to Manager for decision making purposes.