Office Manager at Anova Health Institute

Key duties and responsibilities: 

Office Management

• Design, implement & maintain office procedures for Head Office (boardroom booking procedure, etc.).
• Organize office operations and oversee implementation of day-to-day operational functions and activities.
• Plan and implement office systems, equipment procurement and maintenance.
• Maintain and replenish inventory at a cost-efficient level.
• Review and approve supply requisitions.
• Maintain all office equipment.
• Prepare necessary work tool for new staff joining Anova Head Office (e.g., Main gate access tag, Laptops and bags, stationery, etc.).
• Ensure that the office and storerooms are always kept clean and tidy.
• Support programme activities as and when required (e.g., preparing for outreach events and campaigns, etc.). 

Maintenance and Service Management

• In conjunction with the Facilities Manager, implement planned, preventative and emergency maintenance as well as disaster and emergency planning.
• Supervise and oversee maintenance work in the office, including weekends when necessary.
• Ensure that life cycle planning and preventative maintenance plans over a 3-year period are carried out.
• Manage and oversee all maintenance, stock control inventory, spares, and tools.
• Manage all services, monitoring the quality of services and deliverables provided by suppliers.
• Conduct monthly KPI meetings with contracted soft service providers (e.g. security, garden services, air conditioning, etc.)
• Conduct regular inspections, including technical, housekeeping, service contracts and take on and take back inspections of rented properties. 

Occupational Health and Safety

• Responsible for physical workplace and facilities as it relates to health, safety, and environment by:
  • ensuring workplace and facilities are in a healthy and safe state by keeping them clean, hygienic, orderly, in whole and leak free condition, free of obstruction, good state of repair, with good housekeeping; and sanitary compliant.
  • monitoring and ensuring workplace and facilities therein are always well lit, well ventilated, free of pests and have adequate sanitary provisions and drinking water.
• Monitor and ensure that all Health and Safety representatives and other legal appointments and training are done in terms of Occupational Health and Safety Act, are always up to date.
• Monitor and keep the Occupational Health and Safety file up to date with all mandatory documentation as required.
• Monitor and ensure the adherence of implemented Occupational Health and Safety standards and measures at the office / workplace by employees, visitors, contractors, and any other persons.
• Monitor and supervise the servicing, and maintenance of Occupational Health and Safety equipment and other equipment to ensure these are well maintained to mitigate risk.
• Attend to and participate in health and safety meetings, emergency evacuation drills, health and safety audits or assessments, and the implementation of recommendations thereof. 

Financial management

• Manage and control allocated maintenance budget.
• Liaise with suppliers to get best services provided for Anova at reasonable prices.
• Process invoices from suppliers, in accordance with Anova Finance and compliance procedures.
• Process monthly rental and Service Level Agreement (SLA) invoices.
• Prepare and process all office admin related requisitions. 

Administration

• Design and maintain filing systems for filing of all relevant documents.
• Ensure filing systems are maintained and up to date.
• Define and monitor procedures for record retention.
• Ensure protection and security of files and records. 

People management

• Manage staff (in line with policies, procedures, and standards) including submission of monthly timesheets and supporting documents by:
• Partnering with HR on recruitment and induction of new team members.
• Managing the performance review process.
• Identifying training needs or staff support needs and ensuring that such training or support is provided.
• Supervise and monitor the work of administrative staff. Including Mentoring and guiding staff as required.
• Facilitate regular meetings with support staff. 
• Any other tasks as agreed with line manager.

Minimum qualifications and experience:

• Diploma in Office Management, and
• At least 2-3 years experience in operations management or healthcare consulting position.

       OR

• Matric, and
• 5 - 7 years experience in operations management or healthcare consulting position.
• At least 2 years staff supervision experience.
• Solid understanding of the Health and Safety Act and be able to conduct training relating to the Act.
• Proficient in all MS Packages-PowerPoint, Word (Excel advanced)
• Ability to develop and maintain relationships.
• Strong business acumen.
• Ability to work across a diverse set of administrative and support areas.
• Good numeracy skills and analytical ability.
• Excellent interpersonal skills.
• Ability to manage change.
• Excellent report writing skills.
• Ability to deal with difficult or conflict situations.
• Ability to work independently or as part of a team.
• Ability to operate in a dynamic environment.
• Deadline driven.
• Valid driver’s license and willing to travel as and when required.