Office Manager: KwaZulu Natal & Free State at ATNS

Job description

Office Management & Administration -

• Provide effective managerial support relating to the prioritisation of work, document production, meetings management, governance and quality assurance;  Manage and ensure the smooth and effective running of the office of the Head; Ensure accurate record keeping; Capture data, maintain confidentiality, and ensure safekeeping; Manage the receipt and processing of ATS staff training requests, ensuring that all required documents reach Human Capital; Process staff licences, ACSA permits and medicals for staff as required; Provide assistance with the completion of ACSA permits applications for contractors as required;
• Draft letters, memorandums, submissions and other written communication, collate relevant information and prepare/type all requested documents accurately and timeously; Oversee the ordering, distribution and control of stationery and refreshments as per policy stipulations; Oversee the processing of the medical claims of Air Traffic Controllers; Ensure that monthly overtime for ATS Staff is captured timeously as per Payroll Process and that it corresponds with actual time worked; Compile the departmental budget as directed by the Head, and monitor expenditure accordingly.
• Prepare basic expenditure reports for the Head including variances to the budget on a monthly basis, monitor the flow of funds, and keep the Head updated and informed; Establish and maintain an effective and secure e-filing and document management system for fast retrieval of data and information required; Ensure efficient use of technology, optimisation of available equipment, and effective functioning of all systems and equipment on an ongoing basis; Respond to e-mails on behalf of Head of Operations where possible or forward to the relevant party to ensure correct response;
• Receive and distribute all Aeronautical Information such as AIPs, Charts etc. to stations; Respond to queries on behalf of the Head where possible; Provide relevant or required business information as required by the Head of Operations to ensure meetings are efficient and effective; Facilitate audit processes by preparing relevant documents timeously.

Secretarial Services 

•  Plan, manage and maintain the Head’s schedule with due consideration of business priorities and relevant Operations events, and the impact thereof on business operations; Coordinate travel, accommodation and subsistence for the Head when required, including currency and account reconciliation; Ensure that all meetings are arranged on time and that participants are properly informed of agenda, venue and time; Distribute all documentation for meetings timeously, namely agenda, minutes of the previous meeting, presentation, etc. to participants;
• Ensure that meeting packs are professionally prepared; Arrange for minutes to be taken in meetings when required and distribute minutes within seven working days to attendees; Ensure that documents are typed accurately and timeously; Process mail, and receive and dispatch couriered packages; Ensure submission of staff subsistence and travel (S&T) claims to Payroll timeously.

Procurement and Finance Management -

• Ensure submission of the procurement requisitions of the ATS Operations in accordance with the Procurement process; Follow-up on official orders with suppliers; Ensure that all source documents are sent to creditors timeously for payment; Ensure that all monthly contract payments are done; Assist Creditors department with updated monthly statements from suppliers and or any other information needed.

Quality Management -

• Manage the implementation of ISO procedures as per the Quality Management manual; Facilitate the review of QMS procedures, directives and instructions; Publish QMS procedures, directives and instructions on the ATNS portal; Update notification of changes to filing indexes; Monitor and ensure that Continuous Improvement Reports (CIRs) are continuously followed up on.

Stakeholder Relations Management -

• Develop and maintain sound working relationships with key relevant internal and external stakeholders; Liaise and interface with relevant internal and external stakeholders such as suppliers, clients, representatives from regulatory authorities, internal support departments, and staff as required, conveying information accurately and competently whilst maintaining the required level of confidentiality and discretion; Maintain effective communication channels at all times to keep the Head informed of important issues whether in the office or travelling.

People Management -

• Manage employees in accordance with HC policies and processes; Ensure that new employees have been properly on-boarded prior to commencing work; Monitor the time and attendance of subordinates, take appropriate action in the case of absenteeism, and report to the Head and Human Capital; Participate in the conclusion of performance management contract(s) and monitor performance; Coach employee(s) to ensure ongoing development of their skills sets.

Minimum requirements

Minimum Formal Qualifications:

• Grade 12 or equivalent
• Office Administration Diploma
• B-degree will be an advantage

Minimum Years of Experience:

• At least 5 years office administration experience or equivalent
• Knowledge and understanding of business priorities and challenges