Administrative Assistant DataMate ICT Limited

Job Purpose:

To provide secretarial and administrative support to the Managing Director, in order to ensure efficient and effective operation of the Managing Director’s office and company as a whole.

Main Duties and Responsibilities

• Types either dictated or drafted letters, reports, memoranda, manuscripts and notes for the
  Managing Director both of routine and confidential nature.
• Drafts standard letters, acknowledgements in reply to correspondence, invitations and queries
  for the Managing Director
• Makes and confirms appointments for those wishing to see the Managing Director ensuring that appointment dates and times are suitable,
• Receives and screens telephone calls and visitors, directing those that can be attended to by other relevant officers
• Maintains an up to date filing system for company files, letters and other documents.
• Makes travel and accommodation arrangements, making bookings and obtaining/confirming
  tickets and drawing the necessary subsistence and travel allowances for the Managing Director
• Performs any other duties as assigned by the Managing Director from time to time organizing and servicing meetings (producing agendas and taking minutes)
• Managing databases.
• Processing Invoices, quotations into the sage accounting system
• Processing DMs

Reporting Relationships

• Reports to: Managing Director

Performance Indicators

• Appointments fulfilled on time
• Accuracy of documents typed and speed
• No disturbance to the Managing Director’s work Programme
• Ease of retrieval of files and documents
• No pending correspondence or statutory obligations
• No leakage of sensitive/confidential information

Accountabilities

Managerial/Supervisory Breadth:

• The jobholder completes standard documents and/or letters, tables and statistics. The jobholder requires interaction with senior members of staff or clients to obtain required information or communicate the Chief Executive’s instructions.

Decision making

• Makes decisions within defined guidelines and instructions given by supervisor requiring some planning of the work.

Responsibility for Work of Others:

• No responsibility for the work of others

Responsibility for Financial and Material Resources.

• Responsible for small tools and equipment

Consequence of error:

• Error will result in inefficiencies affecting general effectiveness of the MD’s work.

Communication Skills

Knowledge and Skill Requirements

Minimum Academic qualifications:

• Grade 12 School Certificate
• Minimum Vocational/Professional qualifications:
• Adv. Diploma Business Administration & Secretarial Diploma, 120/60 wpm shorthand and typing

Minimum relevant work experience.

• At least 3 years in a senior office

Required competencies and personal attributes:

• Personal organization
• Good verbal and written communication skills
• Telephone etiquette
• Pleasant personality and grooming
• Sales and Cold calling
• Initiative and ability to work under pressure