Administrative Assistant Vacancy at the South African Bureau of Standards (SABS)
DEADLINE: 01 August 2025
Purpose Statement
To provide administrative support to the Head to ensure the effective and efficient running of the office and optimal service delivery.
Qualifications
- Diploma in Office Administration, Office Management or a related field
- NQF Level 6
Experience
- 1-2 years relevant work experience
- Proven track record in executing Head level administrative functions
Responsibilities
Functional Management
- Provide relevant office administrative duties relating to the receiving of telephone calls, correspondence and emails.
- Treat information and documentation as private and confidential, and only disclose to any parties through the Head’s approval.
- Provide general administrative support to Human Capital Management as required.
- Ensure that all communications and information for Human Capital Management are directed to the relevant parties, accordingly.
- Co-ordinate all administrative arrangements for relevant Human Capital Management sessions as required (including logistical arrangements, booking of meeting rooms etc.)
- Prepare non-routine and routine correspondence and proofread relevant documents before circulation.
- Perform special duties as directed by the Head, including the collation and summarization of information.
- Assist with the compilation of relevant documents for the Head.
- Prepare agendas, documents and meeting packs for agreed upon meetings.
- Maintain the relevant filing and record management system for Human Capital Management and other office flow procedures to ensure easy retrieval of records.
- Ensure that all in scope documents are filed, managed and updated appropriately.
- Ensure that all information relevant to Human Capital Management is provided and directed accordingly to the relevant parties.
- Coordinate the logistical arrangements of relevant Human Capital Management meetings and sessions in an effective and efficient manner and ensure the documentation is distributed to meeting delegates.
- Receive and direct guests for relevant meetings and sessions in a professional manner.
- Collect and prepare all printed materials as required for meetings and sessions where necessary.
- Conduct weekly stock controls and maintain appropriate levels for common materials and resources utilised by Human Capital Management. Notify Head to replenish stock as necessary.
- File, update and manage all documents appropriately as per standard operating procedures.
Risk and Compliance Management
- Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
- Support and provide evidence to all internal and external audit and regulatory requirements.
- Maintain quality risk management standards in line with ISO requirements.
- Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
- Review related Standard Operating Procedures in consultation with the Managers and Executives to ensure business optimisation
- Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.
Stakeholder Management
- Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation’s reputation
- Actively liaise and build relationships with SABS clients and service providers so as to ensure that the service standards are met appropriately.
- Uphold the image of the office of the Head in all interactions with stakeholders.
- Coordinate the flow of information, providing a central point of contact for internal and external customer’s queries and/or complaints.
- Convene and attend meetings and present relevant information to relevant stakeholders when required.
- Implement timeous communication on progress and challenges in achieving the tactical work plans to impacted stakeholders
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