The title of “administrative assistant” could be a formal title in the Admin jobs in South Africa environment, or it’s really a general description of the employee’s function within an office. Administrative Assistant is really a broad job class that defines someone who provides several types of administrative support to individuals and groups running a business. An administrative office manager handles an array of admin duties within the place of work, varying from supplying both administrative and clerical support to controlling office facilities, to supervisory entry-level administrative staff. Secretaries/managers participate in the use of the coordination and implementation of office methods and sometimes have responsibility for particular projects and tasks and, in some instances, oversee and supervise the job of junior staff. The function plays an important part of the administration and smooth-running of companies throughout most of the industries.
Workforces that are smaller and just employ one administrative professional will frequently designate that individual as the office manager to mirror their role like a jack-of-all-trades, handling tasks that fall out of the task description of other employees. Other job titles which are sometimes used include office administrator, administrative manager, administrative officer, and office coordinator.
Secretarial/administrative work has transformed considerably through the years, and also the role differs with respect to the sector, how big the business and amounts of responsibility. Most work involves both written and dental communication, word processing and typing, as well as relevant abilities for example: IT, organisational and presentation abilities. For admin jobs in South Africa you will probably also need the capability to multi-task and work nicely, pressurized and frequently juggling several tasks at the same time. Within specialist industries for example law, many secretaries/managers are needed to possess relevant, high-level qualifications and/or previous experience.
Depending on the kind of work and sector that the admin jobs in South Africa fall under, there are many variations of job descriptions that fall under this role:
- In small businesses, a single admin person can potentially maintain all administrative duties for everyone in the office.
- The most important job of a Receptionist is to answer the telephone and take messages for an office or a department, and also to greet guests to the place of work.
- using a selection of software programs, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., the admin person must be able to produce correspondence and documents and maintain presentations, records, spreadsheets and databases;
- Planning and preserving office systems;
- booking rooms and conference facilities for the various departments;
- using content management systems to maintain and update websites and internal databases;
- attending various meetings with staff while taking minutes and keeping notes in a systematic manner;
- They could be involved in invoicing various clients;
- managing and maintaining the budget of the office;
- Communicating with staff in various departments and with external clients;
- Placing orders for and maintaining stationery and equipment supplies;
- cataloguing and distributing incoming post and organising and sending outgoing post for the office;
- liaising with colleagues and external contacts to book travel and accommodation;
- Photocopying and printing various documents, sometimes on behalf of other colleagues.
- Secretaries or Executive Assistants provide support to individual (usually high-ranking) company executives or small groups of executives.
An average job description of Admin Jobs in South Africa would contain:
Job title: Administrative Assistant
Responsible to: Administrative Officer
Primary reason for job: To do general administrative responsibilities and supply support towards the Administrative Officer as needed.
- Writing and dispatching routine or straightforward letters
- Responding to general queries on the phone
- Photocopying papers
- Sorting and distributing post for incoming and outgoing mail
- Acquiring and documenting information on the computer
- Maintaining records, filing systems and computer files
- Ordering stationery
- Aiding Administrative Officer as necessary
- Undertaking every other tasks/responsibilities as might be reasonably needed.
Fundamental essentials key responsibilities and duties for that publish and they’re susceptible to regular review. Any significant changes towards the role are going to be susceptible to consultation.
As Administrative Assistant you’ll be likely to act included in the administration team and therefore your work calls for you in supporting other people from the team every so often. Your work would be to perform fundamental administration to allow the executive Officer to focus on more complicated administrative tasks for example improving the filing system. The organisation’s personal computers will end up fully networked within the coming year and you might want to undertake the required computer training.