Provincial Administration Clerk
Job Status: Active ✓
|Job Type||Full Time|
Ensure learner and provider documents are filed in accordance with QMS requirements and are accessible nationally.
Minute team meetings, ensuring that updates are provided as and when required.
Payment File records of provincial projects timely, accurately captured, reported, filed and updated on the provincial schedule as guided by the provincial coordinator/team leader.
Administer the learnership information system in terms of the Skills Development Act by updating information in the system according to EWSETA policy and procedures at all times.
Ensure the integrity of the learnership system is maintained by capturing accurate information on the MIS regularly.
Administer learnership and apprenticeship documents and records according to EWSETA requirements.
Assist the Provincial Coordinator with all administrative functions.
Arrange stock, including ordering and distributing items as required for the provincial operations processes.
Process all invoices and statements, including preparing purchase orders and dealing with internal finance and supply chain teams as well as supplier accounts departments.
Operating the provincial office front desk and ensure that the necessary marketing material is available to prospective learners and employers.
Information Management and Record Keeping
Maintain various statistical records for the SETA and maintain files.
Reference source documentation, reports and/or instructions using alphanumeric sequential codes and update files inserting current and relevant information and seek approval on the destruction of old or outdated correspondence/documentation.
Retrieve supporting documentation and records on request to facilitate and support query resolution or discussions.
Office Administration and Support
Submit payments for processing and follow up on delayed payments.
Responsible for administration to format documents/confidential and routine reports.
Attend to telephonic calls and visitors to the provincial office, establish the nature of visits and attend to specific routine matters and/or record details of enquiries and/or messages in the absence of the Co-Ordinator/Team Leaders or Career Centre and Work Placement Administrator and forward for attention upon availability.
Administer the receipt and distribution of transmitted/received facsimiles and/or attend to the photocopying of correspondence/documents.
Maintain stocks of standard forms and stationery and complete requisition orders to facilitate the replenishment of items prior to depletion.
Prepare notification, agendas and minutes for specific meetings and attend to the distribution and/or arrange for the collection of documentation prior to scheduled meetings.
Effective Teamwork and Self-Management
Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self-development.
Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
Manage colleagues’ expectations in line with work requirements and communicate appropriately.
Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.
Verbal and written communication
Record keeping and data management
Attention to detail
Qualifications & Experience
Grade 12 or equivalent qualification
1 year’s front office experience