Practice Administrator - Health Practice at Genesis Analytics

KEY REQUIREMENTS & ROLE RESPONSIBILITIES:

Administrative support

General office support:

• Assist Partners/ SMT in the management of the Health Practice as necessary.
• Provide administrative support to the entire team as necessary.
• Maintain the Practice stationery supply.
• Put together the Health G: News for the G: Newsletter and ensures timeous submission to Group Services.

Meetings, functions and events:

• Support the Practice Partners with setting up and running meetings, including the monthly Practice-wide meeting, Health Leadership Meeting and SMT meeting, ensuring agendas and meeting rooms are prepared prior to the meeting.
• Responsible for taking Practice meeting minutes, including key action points, and circulating appropriately, in a timeous manner.
• Support in organising social events and team gatherings, including arranging catering of food and drinks.
• In collaboration with other Practice administration staff, support with staff travel arrangements, including visas, conference registration, venue hire, transport and accommodation.

Human Resources:

• Support the Practice Manger in updating induction materials and resources.
• Set up induction sessions for new hires with the relevant Practice staff and ensure they are added to the relevant meetings, email groups and Health sheets.
• Coordinate with the Health Practice Manger, HR and Finance, to ensure new starters receive full induction training.
• Support the management of Practice ‘Brown Bag’ and ‘Professional Development’ meetings.

Practice Compliance:

• Maintain an accurate filing system on the Health Drive.
• Follow-up with Practice team members to ensure the Health sheets are up-to-date and the G+ tools are completed prior to project closure.
• Ensure client and subcontractor contracts are in place prior to project work commencing.
• Ensure company-wide processes are adhered to and provide support across the team to respond to requests from other departments.

Finance Administration

• Send weekly reminders to the Practice to complete timesheets and approve staff time, ensuring that time is captured correctly each month.
• Send out a monthly reminder to the Practice to complete month end activities i.e., time is updated and expenses are captured before project reconciliations are calculated.
• Become proficient with the key project management features of the finance system, including timesheets, expenses, subcontractor purchase orders, client invoicing and the reporting functions available, assisting project managers as necessary.
• Capture Practice Partners’ monthly expenses and ensure timeous submission including reconciliation of credit card expenses.
• Support with the administrative processes around project set-up and project closure on the finance system.
• Bridge the gap between Finance (Group Services) and the Health Practice around specific finance requests and processes.
• Act as focal point for Health Practice colleagues around finance system queries.

EDUCATION, KNOWLEDGE, SKILLS, EXPERIENCE AND PERSONAL COMPETENCIES:

• Minimum of 1 years of experience in a consultancy is required, preferably in the international development sector.
• Bachelor’s degree in a Healthcare Administration, Business Administration, or a related field.
• Ability to prioritise, organise and coordinate and multitask.
• Able to work independently using initiative with a solution-focussed attitude.
• High level of discretion and confidentiality.
• IT literate and proficient in the use of Google Workspace and/or Microsoft Office and other hybrid working tools.
• Comfortable working with teams that are across time zones and culturally diverse.
• Comfortable working with team members that are part of a hybrid and remote team environment based in different countries.