Senior Branch Administrator at The South African Medical Association

Job Purpose:

• To provide a comprehensive secretarial and administrative support function to the day-to-day operations of the branch and manage the branch office of SAMA effectively and efficiently by providing admin support services to the Branch Council and members of the branch. To grow Branch and overall SAMA membership through active recruitment activities.

Main Responsibilities:
Monthly / Bi-monthly Branch Council Meetings

•  Organise /arrange attendance, refreshment, and necessary documents.
•  Prepare and distribute agenda and minutes.
•  Attend to matters arising and follow up on decisions.
• Annual Membership Meetings (Meeting for all members of the Branch to come together annually for the Branch Council to report on their activities for the last year and allow members to raise their concerns and needs at Branch level)
•  Prepare and reproduce notices, agenda, and minutes.
•  Organise speakers, sponsors, and gifts.
•  Attend to matters arising.
• CPD Functions
•  Work with Head Office to arrange CPD meetings that comply with accreditation requirements.
•  Seek speakers and sponsorship.
•  Send out Notices/invitations.
•  Book venues.
•  Print Certificates.

Recruitment:

•  Responsible for recruiting new members.
•  Responsible for the management of recruitment drives and initiatives.
•  Work with marketing team and membership engagement unit to determine, develop and implement innovative techniques to recruit members.
•  Prepare action plans and schedules to identify specific targets and to project the number of contacts to be made in order to meet membership goals.
•  Responsible for building and maintaining stakeholder relations.
•  Utilize stakeholder relationship to support membership recruitment process.
•  Prepare a variety of status reports, including activity, follow-up, and adherence to goals.
•  Liaison with head office on promotion stock levels and any other membership communication materials.

Sales & Revenue Generation:

•  Achieve set targets to increase SAMA membership through recruitment effort and initiatives.

Finances – Together in the Head Office finance department:

•  Responsible for the cash book.
•  Records income and expenditures.
•  Bank statement check and reconciliations.
•  Checks for creditors and debtors.
•  Organises cheques.
•  Making payments for phones/post office and rental.
•  Prepare financial statements including the balance sheet.
•  Liaise with Auditors.
•  Send finance reports to Head Office.
•  Acknowledge donations.

Administration

•  Distribute information from Head Office to Councillors and ensure that they are kept abreast of changes to policy and procedure within SAMA.
•  Correspondence to members and Councillors as per council directive.
•  Filling of documents and stationery provision.
•  Relationship building in other branches.

Doctor Queries

•  Provide information on membership related services and products.

Membership

•  Send membership applications (SAMA/MPS) on request.
• Obtain local hospital lists and send to Head office database department.

Job Requirements:

•  Diploma or certificate in administration or equivalent
•  2-3 years within a similar role
•  Experience in dealing with professionals

Job related knowledge:

•  Computer skills (MS Office - Word, Excel)
•  Communication skills (verbal and written)
•  Interpersonal Skills
•  Problem-solving skills
•  Events planning or coordination
•  Listening skills
•  Attention to detail