Divisional Administrator – Corporate Services at South African National Blood Service (SANBS)

Introduction

• Provide the Executive: Corporate Services Division with an efficient and confidential full administrative support service, to ensure the smooth running of the division through liaising with internal and external clients, assisting with draft documents, approving and issuance of standard documents, including Document management of the division policies and procedures. arranging meetings, taking minutes and preparing the necessary documentation.
• Support division with all Venue, Travel and Accommodation arrangements.
• Serves as the Division coordinator to arrange relevant divisional strategic and business planning sessions as and when required.

Job description

Key Performance Areas.

KPA: Plan and Organize The Activities of the Executive: Corporate Services.

KPI

• Manage and coordinate all functions in the office of the Executive: Corporate Services and ensure the division runs smoothly by: 
• Maintaining utmost confidentiality on all matters relating to strategic issues, information and any other topics dealt with at Management level. 
• Manage Executive: Corporate Services dairy effectively to ensure all obligations are met
• Support development and implementation of procedures and systems to achieve productive and efficient office operation by planning and organizing activities. 
• Ensure that the travel arrangements are made for the division e.g. Flight tickets; Airport transport; Transport during stay of meeting; Hotel accommodation; Reimbursement of expenses. 
• Ensure that costs in respect of travel arrangement, car hire and accommodation are kept to a minimum whilst establishing and maintaining good relationships with travel agents and other parties by comparing competitive quotes. 
• Assist the division with the collating of data for special projects to completion when required. 
• Communication and correspondence to be prepared on behalf of the Executive / Division to the required quality and language standards
• Communication and queries handled effectively or redirected appropriately to ensure positive reflection of the Service, with outstanding issues followed up to ensure that matters are resolved and concluded

KPA: Document Management And Compile Documentation, data and statistics: Corporate Services

KPI

• Document Management via the SAP system, including initiating revisions of policies and procedures with the relevant document owner, assist with correction, format and upload of revised documents for system approval and release.
• Consolidating monthly and quarterly divisional reports
• Compiling, controlling and maintenance of documentation: Create and maintain a secure and logical systematic filing system of all the relevant and confidential information and documentation, 
• Manage the Procure to Pay process on behalf of the Executive: Corporate Services, for OPEX and CAPEX expenditure, including but not limited to shopping cart creation as per approved budget, confirmation of services and / or goods and confirm finance verification and payment against the agreed payment terms.
• Compiles and distributes rules, regulations and standard operating procedures pertaining to the Department.
• Consolidates and co-coordinates the required documents necessary for departmental meetings.
• Distributes this information to all relevant stakeholders before the relevant meetings.

KPA: Arrange, coordinate and management of meetings and seminars

KPI

• Organizes workshops, seminars, meetings and functions (internal and external) etc. for the Corporate Services Division, including but not limited to Strategic session; Business and Budget Planning or any other required sessions, by sending out notices, invites, arranging suitable venues, catering, refreshments, activities, etc.
• Collate, prepare and distribute meeting documentation by obtaining agenda items, distribute action list and minutes of previous meeting; preparation of presentations
• Recording attendance, take and compile minutes professionally, proofread minutes, submit to Executive for approval and distribute to all relevant members within ten (10) working days after each meeting.
• Liaises with relevant departments and stakeholders about the arrangements of meetings and workshops. 
• Follow up action plans agreed in meetings with relevant stakeholders and prepare documents to support actions taken to ensure that these are proceeding on schedule. 
• Prepare and distribute required documentation to all relevant stakeholders before meetings on behalf of the Corporate Services Division.

KPA: Ensures That Office Administration Is Undertaken Efficiently And Effectively.

KPI

• Participates in task teams when required & compiles briefs and proposals from these meetings for distribution.
• Maintains a comprehensive and confidential filing system
• Maintaining office systems as per relevant line management requirement.
• Monitors incoming internal or external mail & documents addressed to the Executive: Corporate Services and takes appropriate action.
• Ensure stationary and any other consumables are ordered and managed on behalf of the Executive: Corporate Services.
• Assists the Divisional Head of Departments as and when required and with approval of the Executive: Corporate Services
• Perform relief duties as and when required.

KPA: Monthly Reporting And Project Management

KPI

• Monitoring of Strategic and other projects overseen by the Executive: Corporate Services and following up on deadlines.
• Monitoring of Divisional non- conformances and following up on deadlines.
• Compiling monthly project and status reports.
• Monitoring of expenditure vs. cost reports.

Competencies.

Cognitive

• Judgement and decision making
• Problem Solving.
• Planning, organizing, monitoring and controlling.
• Attention to Detail
• Analytical Thinking
• Strong Business acumen

Personal

• Flexibility and Adaptability  / Prioritizing of tasks against time-sensitive issues (Deadline orientated)
• Drive and Belief in the Cause
• Self Management.
• Ethical Behaviour; Confidentiality; 
• Excellence
• Orientation

Interpersonal

• Customer Service Orientation
• Multi-cultural Teamwork capabilities
• Communication
• Professionalism
• Time management
• Structured and Methodical work practice
• Prof. technical

Technical Skills:

• Advanced Computer.
• Literacy in MS office and Excel.
• SAP Skills.
• Administrative Skills.
• Ability to format
• documents in MS office.
• Attention to Detail

Leadership

• Self-management
• Time keeping

Minimum requirements
Education

• Grade 12.
• Diploma in Office Administration/ Equivalent

Experience and knowledge requirements

• 3-5 Year experience in similar office role.
• Advanced Computer Literacy – Microsoft Office, Visio and Excel.
• SAP and SAP SRM experience
• Experience working with management structures
• Minute taking experience.

Other (knowledge and skills)

• Deal with confidential information.
• Understanding Governance policy relating to relevant laws and regulation.
• SANBS policies and procedures.