Administrative Assistant X5 Jobs

Purpose of the Job:

The Administrative Assistant provides day-to-day administrative support to the department.

Key Performance Areas

Compliance Administration

• Maintain up-to-date written documentation related to the department’s business activities.
• Ensure compliance with policies and process standards.
• Stay informed about internal standards and business goals to support sound internal controls.

Office Coordination

• Follow up on outstanding matters.
• Handle and respond to all requests within set timelines.
• Ensure stationery is available in the department.
• Validate and verify information and documents for accurate capture and handling.
• Keep systems and registers up to date.
• Check for duplicate documents, requests, and queries, and report them.
• Allocate reference numbers and capture related documents on systems.
• Allocate matters to team members.
• Draft and send letters to stakeholders as needed.

Meeting Support

• Arrange meetings for the department.
• Take and distribute minutes according to governance standards.
• Create and maintain a register for outstanding matters.
• Develop a follow-up plan for meeting resolutions and outstanding issues.
• Confirm meetings and manage team diaries.
• Schedule appointments with internal and external stakeholders as required.

Document and Records Management

• Administer records management and filing processes according to the RAF filing plan.
• Ensure the filing system is always up-to-date and functional.
• Retrieve information as requested.
• Maintain confidentiality of all documents and ensure they reach the intended recipients.
• Acknowledge receipt of documents, allocate file numbers, record data on the system, and file appropriately.