Administrative Support Officer

REQUIREMENTS

• National Senior Certificate or equivalent and an appropriate Diploma/Degree or equivalent. 3 years' relevant experience. A valid driver's licence excluding code A/A1.
• Knowledge: Knowledge of provincial and national education policies and procedures; Knowledge of relevant legislation/policies/prescripts and procedures; Basic financial administration.
• Skills: Numeracy; Literacy; Computer Literacy; Language skills; Project Management; Strong conceptual and formulation skills; Analytical skills; Strong leadership skills with specific reference to the ability to display thought leadership in complex applications; Team building and strong inter-personal skills; Excellent communication skills; Outstanding planning, organizing and people management skills; Presentation skills.

DUTIES

• Render line administrative support services: Provide administrative support with regards to the teacher appreciation and recognition programmes and projects: Liaise with and provide support to districts and schools; Assist with administrative processes; Assist with financial and procurement of goods and services processes: Compile requisition forms for submission; Coordination of travel and subsistence claims; Provide administrative support with regards to the delivery of provincial and national teacher professional development initiatives: Assist with administrative processes.
• Perform administrative tasks: Type out registers; Produce name tags for participants to seminars; Verify claims are correct and properly processed; Assist with financial and procurement of goods and services processes. Maintain database for the in-service bursary scheme for educators: Updating the bursary scheme database: Verify bursary forms and supporting documents; Capture bursary holders' details. Report on bursary holders and course statistics; Draw data and compile reports. Assist with the management and implementation of the Continuous Professional Teacher Development Management System CPTD MS: Assist with the communication to Head Office components, Districts and stakeholders regarding the implementation of the CPTD MS; Provide support to the provincial coordinator regarding seminars, workshops, meetings and general queries; Receive attendance registers, update them on the system, and keep track of registers for CPTD MS professional development point uploading.
• Render general administrative support services: Ensure and advise on the effective flow of information and documents to and from the component; Ensure the safekeeping of all documentation in line with relevant legislation and policies; Obtain inputs and collate and compile reports, e.g.: Progress reports; Monthly reports; Management reports. Scrutinise routine submissions/reports and make abbreviated notes and/or recommendations for the manager; Respond to enquiries received from internal and external stakeholders; Draft documents as required; Collect, analyse and collate information requested by the manager; Ensure that travel arrangements are well coordinated.
• Provide support to the manager regarding meetings: Scrutinise documents to determine actions/information/documents required for the meeting; Collect and compile all necessary documents for management, to inform management on the contents; Record minutes/decisions and communicate to relevant role-players, follow-up on progress made and prepare briefing notes for the manager; Coordinate logistical arrangements for meetings when required. Render advice and liaise with regard to administrative matters: Keep updated on WCED administrative policies; Studies the relevant Public Services and departmental prescripts/policies and other documents and ensure that the application thereof is understood properly; Remain abreast with procedures and processes that apply to the component; Compile reports and submissions on request.