The Administrative Officer plays a vital role in ensuring the smooth operation of an organization. In the Economic Development and Spatial Planning Department, this position is integral to managing administrative support across all regions. Handling multiple tasks with efficiency, an Administrative Officer is responsible for documentation, file management, communication, and fleet and asset administration.
This opportunity is perfect for individuals who are highly organized, detail-oriented, and able to work in a dynamic environment.
Overview of the Administrative Officer Role
An Administrative Officer is a key part of any business or government department, responsible for handling various administrative duties that keep operations running efficiently. This role ensures that all files and documents are properly managed, incoming and outgoing correspondence is handled professionally, and administrative support is provided across different functions.
The position in the Economic Development and Spatial Planning Department requires an individual who can maintain administrative records, organize important documents, and oversee the general office workflow. This includes handling fleet-related and asset-related tasks, ensuring compliance with policies, and providing support in scheduling, contracts, and insurance-related matters.
Key Responsibilities of an Administrative Officer
The Administrative Officer performs various administrative duties, ensuring smooth operations and compliance with regulations. Some of the key responsibilities include:
1. File and Record Management
- Organizing and managing files, ensuring easy retrieval.
- Filing, circulating, and diarizing files for proper record-keeping.
- Opening, closing, and managing various types of files.
- Maintaining and updating registers for accurate data storage.
- Tracing missing files and ensuring proper documentation of records.
2. Correspondence and Communication
- Handling both internal and external communications, including emails, phone calls, and walk-in inquiries.
- Ensuring that incoming and outgoing correspondences are managed effectively.
- Dispatching files and maintaining remittance registers for accountability.
- Sending job forums and information documents to relevant departments.
- Managing counter and telephone inquiries regarding file tracking and dispatching.
3. Fleet and Asset Administration
- Conducting fleet-related administrative duties such as scheduling vehicle services, managing insurance claims, and handling fines.
- Ensuring vehicle licensing and operational compliance with lease agreements.
- Managing all asset-related administrative duties, including insurance, compliance, and contract renewals.
- Keeping records of asset movements, repairs, and replacements.
4. General Administrative Duties
- Maintaining cabinets and ensuring a clean, organized workspace.
- Deleting unnecessary printouts and updating computerized records.
- Handling multiple tasks while prioritizing urgent and important duties.
- Collaborating with team members and liaising with external stakeholders when required.
- Being assertive in public interactions while maintaining professionalism.
Skills and Qualifications Required
To be eligible for the Administrative Officer role, candidates must meet the following requirements:
Minimum Qualifications:
- A Grade 12 certificate is mandatory.
- At least six months of relevant work experience in an administrative role.
Key Competencies and Skills:
- Attention to detail to ensure accuracy in record-keeping and document management.
- Time management skills to handle multiple tasks and meet deadlines.
- Ability to multitask and differentiate between urgent and important tasks.
- Good teamwork skills to work efficiently with colleagues and supervisors.
- Ability to work under pressure and handle challenging tasks with efficiency.
- Interpersonal and communication skills to liaise with the public and internal teams.
- Computer literacy to manage digital records and communications effectively.
Salary and Benefits
The Administrative Officer position offers competitive remuneration:
- Salary Scale: R239,052.00 – R332,016.00 per annum.
- Estimated Total Remuneration Package: R336,203.00 – R454,528.00 per annum.
This salary structure ensures that professionals in this role are fairly compensated fo
Application Process
Interested candidates should apply before the closing date of February 17, 2025. The application process includes submitting necessary documents and meeting the qualification criteria.
A career as an Administrative Officer provides valuable experience in office management, administrative support, and organizational development. The position offers job stability, opportunities for career advancement, and a rewarding work environment. It is ideal for individuals looking to establish themselves in a structured administrative role within a government department.
If you are detail-oriented, organized, and capable of handling multiple administrative responsibilities, this role is the perfect opportunity to develop your career in office administration.
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