10 Oct
Joblink Placement
Woodmead
Introduction
Our client in the Telecommunication Industry is urgently looking for the expertise of a Personal Assistant / HR Administrator to join their team.
As long as the individual knows the basics, the client is willing to train the individual.
Take note that this is a high-pressure environment, so a mature individual that wants to learn new skills can apply for this vacancy.
The individual will report directly to the Executive Personal Assistant/CEO / CCO /CFO.
Duties & Responsibilities
PA Duties
- Prepare correspondence, reports, and materials for publications and presentations (marketing evenings).
- Setup Exec’s travel arrangements – Domestic & International (including and not limited to VISA’s applications, Flights,
accommodation bookings, chauffer or public transport etc.)
- Setup accommodation and entertainment arrangements for company visitors.
- Maintain Exec’s calendars.
- Ensure that Execs are kept fully aware of their diary commitments daily.
- Prepare and maintain Exec’s expense reports (credit cards travel expenses).
- Setup and coordinate meetings and conferences (year-end functions, sales conferences, launch events).
- Letter writing, taking dictation, create transcribe, and distribute meeting agendas and minutes.
- Preparation of all Agreements
- Answer telephones and handle queries in an appropriate manner.
- Meet and greet clients and visitors.
- Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, scanning and filing (also filing of Exec’s personal documentation).
- Dealing with incoming mail, faxes, post, and correspondence.
- Maintain hard copy and electronic filing system (All agreements, statutory, contracts etc.)
- Sign for courier/delivery packages.
- Research, price, and purchase office furniture and supplies (furniture / stationary).
- Accommodation booking for Company employees
- Liaise with suppliers
- Coordinate project-based work (Tenders etc.)
- Supervise support Staff (Reception, tea and cleaning ladies
- Devising and maintaining office systems to deal efficiently with paper flow.
- Assist with personal tasks for Executives (vehicle license, medical aid, personal policy of Executives)
- Handling of all insurance claims on the company policy and personal policy of Exec’s.
- Handling Medical aid submission and all claims for Executives
- Handling all utility queries for executive
- Payment preparation for CEO and queries – checking statement for correct amounts
- Assisting with General building maintenance (including and not limited to arranging air con repairer, handyman, electricians, carpet repairs, generator maintenance, ADT Services and cleaning)
- Preparation of Exec’s lunches (when tea lady is not available)
PERSONAL ASSISTANT
- Keeping an electronic record of all company cell phone contracts and handsets.
- Control the movement of assets and ensure procedures are adhered to.
- Booking of golf games for events and leisure
- Other duties as assigned
- Stationery and groceries, ordering and checking of stock
- Picking stationary for all companies and delivering to them
- Overseeing stock taken for the kitchen – check out to boardrooms and checking back in
- Fleet management: Vehicle licensing,
new registrations, renewals, booking of maintenance for vehicles
- Making sure passports, ID’s and drivers’ licences does not expire, organizes appointments for renewals
- Visa Applications
- Facility management: Overseeing maintenance, quotations, payments and general quality of completed work. Obtaining new Service providers for Maintenance and construction on the building.
- Controlling e-tags and access cards
- Overseeing Cleaners, Driver, maintenance worker, kitchen staff, office staff- when Executive PA is not available
- Delivery notes, organizing the delivery routes for various departments, stock deliveries, emergency deliveries.
- Organizing deliveries and pick-ups for executives and their families
- Online purchases for the Executives
- Storage and delivery of prizes for Events
- Logbooks for Executives
- Drafting letters of warning
- Preparing documentation for Disciplinary hearings
- Coordinating hearings
- Preparation for CCMA cases
- Capturing the outcome of hearings
- Liaising with the CCMA on dates for appearances
- Filling
- New user forms
- End user forms
- Tag forms
- Asset control forms to hand assets to companies
- Check list for asset returns
- Exit Interviews
- All queries
- Interventions
- Drug and Alcohol testing
- All employee questions
- WSP ART
- Skills Development
- Employment Equity
- Secretary of the EE committee, taking minutes setting up meetings, prepping the committee for training
- Sending out meeting requests and agenda’s
- Training and development
- Training analysis with each staff member
- Meetings with Gm’s on staff training
- Training interventions
- Liaising with training providers
- Obtaining quotations for training
- Setting up training sessions
- Receiving feedback from employees
- Obtaining all training from staff and external trainers
- Ensure that all training is noted in the training register
- Training committee- new appointments noted on the files
- Occupational Health & Safety
- Inspection of all areas for Compliance
- Drafting Policies- Covid
- Organizing Training
- Letters of appointment
- Meetings and Minutes
- Preparing Documentation for Audits
- Liaising with suppliers for contracts
- Generator- inspection dates- Certification
- Fire Extinguisher inspection dates - Certification
- Aircon Inspection dates- Gaining certificates
HR Duties:
- SETA Management
- Full recruitment cycle, including job spec’s
- Setting up interview dates, preparation for managers and candidates
- Booking boardrooms for interviews
- Capturing the outcomes of interviews and following up with recruitment agencies
- Sending regret letters to unsuccessful candidates
- Drafting contracts, job descriptions and policies for new employees
- Capturing new employees on the Talenger system
- Preparing employee files
- Preparing employee documents and commissions for payroll submission
- Draw reports from system, head counts, leave, medical aid, union, pension fund
- Termination of employees on the system
- Managing roll over leave reports/ Letters
- Preparing UI19 Applications
- Arranging Medical aid applications/ withdrawals
- Preparing provident fund applications/ withdrawals
- To give verbal warnings to employees when it is required.
- Inform Manager of hearings that is to take place. Also do prep packs for complainant and chairperson.
- Attending to all Disciplinary related queries and following the relevant procedure to ensure that the matter gets resolved.
- Ensure effective compliance with policies and procedures as well as legitimate instructions.
- Familiarize yourself with the content of policies and procedures as they come about
- Follow up with branches to ensure that all HR related paperwork are sent to HR for approval or filing
- Scanning and Capturing of all HR related documentation into HR system
- Liaising with Talenger (payroll company)
ISO
- Filling all policies on the database
- Drafting Organograms
- Drafting Policies
- Preparing Reports
- Digitizing of the complete ISO filing system
- Preparation of documentation for signature
- Compiling data for the ISO Auditing Process
- Digitizing the Auditing process
- Redesigning of policies in conjunction with Executives
- Meetings and Minutes
▶️ Personal Assistant / HR Administrator
🖊️ Joblink Placement
📍 Woodmead