Office Manager at Anova Health Institute

We are looking for a meticulous, detail-oriented individual to oversee the day-to-day operations of the office environment by ensuring that employees have what they need to be successful (e.g., supplies, admin support, a safe work environment) to support the productivity of the core business and meet the needs of the organisation. 

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.