General Office Assistant

Introduction

The role provides filing, spreadsheet, email and telephone support to the production, director and CEO functions so that client-facing and production staff can focus on delivery.

Duties & Responsibilities

Work allocation and priorities

• The role supports three people. To avoid conflicting instructions, day to day work is allocated and prioritised by the Production Manager. Requests from the Director and the CEO are routed through, or flagged to, the Production Manager when deadlines clash. If priorities conflict, the assistant raises this immediately rather than guessing.

Filing and records

• Maintain accurate physical and electronic filing systems for both businesses.

• File, retrieve and archive documents promptly so records are always current and findable.

Spreadsheets and documents

• Capture, update and maintain Excel spreadsheets, including basic formulas, sorting and formatting.

• Prepare and format documents in Microsoft Word to a professional standard.

Email and telephone

• Monitor shared inboxes, respond to routine emails and route queries to the correct person.

• Answer the office telephone professionally, take accurate messages and transfer calls.

General office support

• Provide administrative support to the Production Manager, the Director of eprints and the CEO as directed.

• Assist with ad hoc office and supporting tasks that keep the workplace and work function organised and efficient.

Working conditions

• Standard office hours in line with the Basic Conditions of Employment Act (BCEA), which sets the legal rules for working hours, leave and overtime.

• Leave, sick leave and family responsibility leave as provided for in the Basic Conditions of Employment Act (BCEA).

• The position is office based and involves routine administrative work with occasional telephone and reception duties.

This job description sets out the main duties of the role and is not exhaustive.

Reasonable additional duties may be assigned within the scope of a general office

assistant position.

Desired Experience & Qualification

• Grade 12 (Matric).

• Proven previous experience in filing and general office administration.

• Proficient in Microsoft Word and Microsoft Excel. Proficiency will be tested during the interview process.

• Clear spoken and written English. The ability to speak additional South African languages is an advantage.

• A clear, professional speaking voice for telephone duties.

• Accurate, organised and able to manage multiple small tasks without losing detail.

• Discretion when handling confidential business and client information.

Package & Remuneration

R8,000 to R11,000 per month, Cost to Company (CTC). Cost to Company means the total monthly cost of employment, including the employer contribution to the Unemployment Insurance Fund (UIF), before deductions.

Interested?

Shortlisted applicants will be contacted within 2 weeks, if you do not hear from us by then your application for this position was unsuccessful, but you have been added to our database for future vacancies.