Job Description
To plan and execute the comprehensive administration support required for the department section functions to the required standards as per company policy, standards and procedures. Coordinate with or supervise a team of admin assistants to support the admin logistics of the department. The job will require a level of knowledge of the relevant department/section and a thorough knowledge of the administration systems.
Job Outline:
- Plan, oversee and coordinate the administration workload in accordance with operational requirements. Ensure workload is shared and distributed evenly and wherever necessary prioritised to meet urgent requirements.
- Monitor, control and interpret all relevant administration documentation to ensure correct policy, standards and procedures are being applied and adhered to. Ensure relevant information is communicated to the required stakeholders and other sections as required. Maintain a prompt system for acceptance and delivery of admin documents.
- Oversee the implementation and functioning of admin systems through close coordination with the IT support teams. Generate reports, ensure admin systems are utilised effectively to collate analyse and retrieve data and that any issues are addressed with respective stakeholders.
- Resolve issues arising from the queries and complaints from customers, staff and stakeholders in order to provide a high level of customer service for admin related issues and retain customer confidence.
- Oversee and collate timely processing of transactions, billing, manuals and documents, initiate update and track any follow up action required and liaise with relevant stakeholders to ensure accuracy of the above. Coordinate with external vendors where required to ensure service level agreements are tracked and adhered to.
- Maintain and support database on departments assets, supplies and facilities where required and escalate areas of concern to ensure supplies are monitored and tracked.
Other activities may include,.
Execute the leave distribution and manpower resource deployment for the department
Supervise operational aspects of the administration section such as timekeeping, transportation, security access, mail handling, passes and permits and staff inductions
Process enquiries regarding training programs and act as liaison for program manager with relevant stakeholders
