Secretary Team Assistant-Barclays
Job Status: Active ✓
|Job Type||Full Time|
To provide administrative and secretarial support to a small team.
Accountability: Administrative assistance
Manage the diary of the direct line manager, reminding him/her of future commitments and matters requiring attention.
Organise meetings and functions for the team including logistics arrangements such as venues, menus, travel arrangements, etc.
Liaise with the in-house travel agent to do travel bookings for team members for domestic and international trips and follow the required travel approval process.
Participate in team meetings to take minutes of the meetings. Ensure that minutes aretyped, approved by the meeting chair and distributed
On request from any team member, print and bind presentations or newsletters or other material.
Take charge of office moves for team members including liaison with building management and IT.
Take charge of general office administration including ordering of stationery and groceries, restocking printers etc. Ensure that adequate reserve stock is ordered.
Build and maintain a contact database for the team and ensure that data is kept current.
Maintain project documentation for departmental projects on request. Ensure that documents and reports are adequately completed by team members.
Maintain files for team documentation. Record and relay telephone messages for team members who are out of the office.
Type correspondence, management reports or other documents on request from the line manager or any team member.
Arrange catering for team events as requested. Ensure that the line manager approves orders prior to placing them.
Ensure that the team's pause area is kept neat and clean by following up with cleaning staff.
Receive, open and distribute mail after logging the items according to the set procedures.
Arrange documentation to be sent to archives and retrieve documents from archives when needed.
Accountability: Account and cost maintenance
Based on requests from team members, request quotes from approved suppliers and generate purchase orders.
Follow up with vendors for the delivery of items. Check the invoices against items received from vendors.
Obtain signoff on invoices from the cost centre owner and submit to accounts payable for payment.
Follow up with accounts payable when vendors advise that they have not been paid.
On a monthly basis, review entries passed against the department's cost centre.
Investigate and resolve any unknown entries with the Accounts Payable department.
On a monthly basis, request team members to submit supporting invoices for corporate credit card expenses. Complete the reconciliations, obtain the individuals signoff and submit for processing.
On a monthly basis request cost centre reports from Finance. Check the budget run rate and highlight all over and under-spent items to the cost centre manager.
Education and Experience Required
(NQF level 4) : Grade 12
Office administration diploma
Good Matric pass with English
At least 2 years working experience in an administrative role
Some experience working in a bank.
Knowledge & Skills: (Maximum of 6)
Planning and organising
MS Office (E-mail, Excel)
Verbal and written communication
Competencies: (Maximum of 8 competencies)
Deciding and initiating action
Learning and researching
Entrepreneurial and commercial thinking
Relating and networking
Adapting and responding to change
Persuading and influencing
Creating and innovating
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