Administrator (GMG AM 4)

Key Outputs:

• Records Maintained 
• Documents Produced 
• Reports Generated 
• Attendance reports submitted 
• Filing System Maintained 
• Mail recorded and distributed 
• Appointments/meetings scheduled 
• Office Supplies requested and distributed 
• Faulty office physical resources reported 
• Documents proofread 
• Infrastructure problem identified and reported 

Key Responsibility Areas:

• Logs and monitors incoming/outgoing calls/clients, route and direct accordingly 
• Takes and transcribes notes and produces minutes/reports 
• Monitors, updates and submits attendance register 
• Schedules and coordinates meetings for the Centre 
• Establishes and maintains a records management system for the Centre 
• Records incoming and outgoing mail and distributes accordingly 
• Drafts response to routine correspondence for relevant signature 
• Monitors activities on behalf of the Justice Centre for stationery and office supplies and ensures the adequacy of the Office’s stationery and supplies 
• Proof reads documents for accuracy, completeness and conformity to established formats
• Identifies and reports infrastructure problem to the Management of the Centre 
• Management of the office’s physical resources, such as printers, computers, phones etc. and promptly report for repair or replacement of faulty equipment 
• Compiles, stores and retrieves management data 
• Assist with arranging sensitisation sessions 
• Performs any other duties as assigned. 

Performance Standards:

This job is satisfactorily performed when: 

• Documents are accurately produced within agreed timeframe to required standard
• Attendance reports submitted within agreed timeframe and in accordance with established format 
• Filing system is maintained according to established Records Management standards
• Mail processed and distributed within the agreed timeframe 
• Appointment diaries are accurately updated as requested 
• Inventory system accurately records the stationery and supplies of the Justice Centre
• Identified infrastructure problem reported within 24hours 
• Repair or replacement of faulty equipment reported within 24hours 
• Confidentiality and integrity are exercised

Required Competencies:

Core Competencies

• Oral Communication 
• Written Communication 
• Integrity 
• Team Work & Cooperation 
• Initiative
• Compliance
• Customer and Quality Focus
• Interpersonal
• Adaptability
• Time Management

Technical/Functional Competencies 

• Use of Technology
• Analytical Thinking
• Planning and Organizing
• Goals & Results-oriented

Other Competencies 

• Ability to compose and edit written material
• Ability to record minutes and transcribe meeting notes
• Ability to work under pressure and meet deadlines
• Tact and decorum when dealing with people
• Ability to maintain calendars and schedule appointments
• Sound knowledge of Office Practices and procedures
• Consistently approaches work with energy and a positive constructive attitude
• Good Records Management skills

Minimum Required Education and Experience

Specific knowledge (however acquired) required to start: 

• Excellent typing skills 
• Excellent organizational skills 

Qualifications and Experience 

• First degree in Administrative Management or Business Administration or related field
• Three (3) years related working experience 

Continuous Professional Development 

• Attend relevant training on emerging trends and practices within the field. 
• Network within the profession and relevant associationsto keep abreast with the industry. 

Authority:

• Access confidential information 
• Screen calls and visitors 
• Monitor stationery levels and request reordering 
• Monitor and report on office physical resources (printers etc.) 
• Monitor and report on office infrastructure and environment problems 

Specific Conditions associated with the job

• Normal working condition 
• Work beyond normal office hours (including weekends)