Personal Assistant at Absa Group Limited (Absa)

Job Summary

• The individual is expected to work with a senior manager/s or director to provide secretarial and administrative support. They act as the first point of contact for the manager/s during their absence. The individual will need to maintain a high degree of confidentiality at all times and to interact with stakeholders at various levels in order to deliver on the work outputs.

Job Description

• Manage the diary of the manager, in an efficient manner by using Outlook, to set up meetings requested by the line manager or to accept meetings requested by others where the manager’s presence is needed.
• Track and monitor the acceptances and declines obtained from the relevant parties that have been invited to the meeting. Where possible, resolve issues independently but where needed escalate any concerns and issues to the manager.
• Liaise with relevant parties to re-schedule any meetings, based on a request from either the manager or the original meeting organiser.
• Print all documentation relevant to the meetings and prepare daily meeting packs and give them to the manager for their reference.
• Liaise with the in-house travel agency to make the travel bookings for any domestic and international trips the manager is required to make and in so doing ensure adherence to the required travel approval process.
• When requested to by the manager, attend in team meetings in order to take the minutes of the meetings. Ensure that the minutes are typed, approved by the meeting chair and distributed to the relevant parties within the agreed time period.
• Create socialisation rotations schedules for the direct reports of the manager, by booking meetings with key stakeholders in the bank prior to the new person joining and ensure that they are included in the formal orientation session in the individuals first month of employment.
• Arrange any venues and catering for any team events, as requested by the manager, and obtain the managers approval on any orders prior to placing them with the suppliers.
• Where teleconferences are being held, liaise with the relevant stakeholders to secure a dial in pin for the meeting. Communicate the pin's details to all meeting attendees in advance of the meeting.To manage the clients' value to Absa through optimising revenue opportunities i.e. pricing for risk in terms of the Pricing policy.
• Assist manager by being aware of the content for their emails by screen incoming emails and where possible redirecting the email to the relevant direct reports to assist with the query. Follow up for feedback with these individuals, where necessary.
• Create an online filling system to assist the manager with work prioritisation. File all emails which have already been dealt with, into the correct online folder, and bring the pending emails to his/her attention.
• Acts as the first point of contact for the manager by answering/screening and/or re-directing the telephone calls received in a professional and efficient manner.
• Assist visitors by directing them to the correct venue or person that they are looking for or by singing for the package/documentation that is being delivered.
• Assist with any typing and preparation of Word, Excel and PowerPoint documentation needed by line manager.
• Set up and maintain a well-ordered filing/retrieval system to store all printed documents away in a secure place e.g. a locked cabinet/office.
• Take charge of general office administration including ordering of stationery and groceries, restocking printers etc. Ensure that adequate reserve stock is ordered.
• Enforce company policy in terms of procedures including travel, cell phone, expense claims etc. (i.e. responsible for controlling signatures, taking policy into account, urgency and effecting timeout forwarding of documents).
• Retrieve bank property e.g.cellphones, 3G cards, laptops, access cards etc, from the direct reports, of the manager, who leave the bank and return to the relevant parties.
• Assist with any general administration e.g. photocopying, scanning, document binding etc that line manager requires.
• Based on requests from the manager, request quotes from approved suppliers and generate purchase orders
• Follow up with vendors for the delivery of items. Check the invoices against items received from vendors.
• Obtain sign off on invoices from the cost centre owner and submit to accounts payable for payment. Follow up with accounts payable when vendors advise that they have not been paid.
• On a monthly basis, review entries passed against the department's cost centre. Investigate and resolve any unknown entries with the Accounts Payable department.
• On a monthly basis, request team members to submit supporting invoices for corporate credit card expenses. Complete the reconciliations obtain the individuals signoff and submit for processing.
• On a monthly basis request cost centre reports from Finance. Check the budget run rate and Ensure that you only take decisions within mandate.

Competencies:

• Deciding and initiating action.
• Learning and researching.
• Entrepreneurial and commercial thinking.
• Relating and networking.
• Adapting and responding to change.
• Persuading and influencing.
• Creating and innovating

Education and Experience Required:

• NQF Level : NQF Level 4
• Qualifications Required (Essential): Grade 12.
• Qualifications Required (Preferred): Personal Assistant/Secretarial Diploma.
• Experience Required (Essential): 1-2 years in an administrative position, preferably with secretarial duties on a one on one basis.

Preferred

• Typing speed of at least 40-60 wpm is essential. Experienced in the use of a variety of technological office equipment e.g Printers and photocopy machine

Knowledge & Skills: 

• Focus on quality and accuracy.
• Attention to detail.
• Advanced Computer literacy (MS Office Suite, Internet and Email, PowerPoint) is essential.
• Self-confidence and interpersonal skills to interface with people at all levels within the organisation.
• Ability to work under pressure and operate independently on a high level.
• Ability to use initiative and able to act pro-actively

Education

• Further Education and Training Certificate (FETC): Office Administration (Required)