The NLSA invites applications from suitably qualified person for appointment on a three-year contract basis, as Administrative Assistant (Intern). The successful individual will be based at the Pretoria Campus. The successful candidate will report to the Manager: Office of the CEO.
Position Title: Administrative Assistant (Intern)
Duration: 6 Month Fixed Term Contract
Reference Number: 02/02/2024
Stipend: R 5 700.00 per month
Responsibilities:
- Minute taking.
- Scheduling meetings.
- Develop and maintain action plans and/or registers.
- Draft and distribute correspondence.
- Generate reports and other documents.
- Maintain contact lists.
- Typing of memoranda, letters, items, reports, etc.
- Opening and sorting mail and forwarding to relevant parties / stakeholders.
- Making copies of documents where required.
- Perform administrative duties for the Executive Management.
- Develop and maintain file indices (indexes).
- Process incoming mail for filing and distribute to Departments in the Organisation.
- Issue overdue notices for files not returned.
- Systematic disposal of records in terms of legislation.
- Filing of operational documents into individual, personnel and clients’ files to ensure efficient and effective management of the Organisation’s records.
- Answering all incoming calls and correctly transfer to respective personnel.
- Attend to visitors, establish the nature of visit and direct requests to appropriate personnel.
- Recording details of enquiries and/or messages in the absence of personnel and forwarding for attention upon availability.
- Attending to complaints/queries/requests at the reception desk and providing a high level of customer service.
- Receiving documents and parcels, signing for documents, forwarding to the relevant departments/personnel.
- Ensure that calls and visitors are promptly and professionally attended to in accordance with laid down customer services principles.
- Render meeting support, and travel and accommodation booking services
- Confirm attendance of meetings/workshops/conferences.
- Arrange travel (air, road, etc.), car hire (or local transportation) and accommodation (hotel or other establishments permitted by Policy).
Requirements:
National Diploma (NQF level 6) or Degree in:
- Business Administration
- Office Administration
- or related qualification.
Experience
- Knowledge of Office Administration.
- Office administration related experience will be advantageous
Skills and Competencies:
- Computer literacy
- Communication skills
- Customer service skills
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
- Attention to detail