Job Description:

To support the day-to-day office functions, both clerical and administrative, in order for the Johannesburg branch to meet its deadlines. The main focus is the City Power project.

Duties & Responsibilities:

1 Vehicle administration:

1.1 Collect fuel and tollgate slips from the investigators and compile the Vehicle Maintenance Expenditure form. Paste slips on a separate blank page and attach to Vehicle Maintenance Form.
1.2 Collect Mileage information from the investigators and compile the log sheet, ensure data is captured accurately.
1.3 Use information on log sheet and compile a mileage claim form for each client, ensure data is captured correctly.
1.4 Send maintenance-, log- and claim forms to Operations Manager to approve and sign off.
1.5 Send the approved documents to all relevant parties at Head Office for processing. This should be done in time to ensure that head office has sufficient time to process all this information.
1.6 Make copies of the above mentioned documents and keep them on file.

2 Administration:

2.1 Ensure that time sheets for investigators, administrative personnel and guards correspond with the posting sheets for month-end purposes.
2.2 Send the time sheets to the Key Accounts Administrator and Payroll clerk in time to process each month end.
2.3 Do employment confirmations for all Johannesburg personnel.
2.4 Make copies of all the time sheets and keep them on file.
2.5 Assist with any administration as required from time to time.

3 Dockets:

3.1 Diarise all court case dates and ensure that all relevant parties are aware of when they need to attend court for the applicable case.
3.2 Open a new docket file.
3.3 Receive all relevant information from the Docket Carrier and file all information relating to the case in the file.

4 Reports:

4.1 Obtain all information relating to the incidents from Investigators, guards and other resources.
4.2 Confirm all this information with all relevant parties who attended the scene.
4.3 Compile all this information into an incident report.
4.4 Send the incident report(s) to the Operations Manager for approval.
4.5 After the Operations Manager approved the incident report send it to the Principal Director.
4.6 Incident reports must be finalised and sent to the Principal Director no later than 08:00 am the morning after the incident occurred.
4.7 Assist Assistant Investigators and Investigators to compile progress reports on all incidents.
4.8 Give progress reports to Operational Manager for approval.
4.9 Send progress reports through to the Key Accounts Administrator / Principal Director after it has been approved by the Operations Manager on a monthly basis, before the last day of each month.

5 Orders and payments:

5.1 Complete order requisitions for stationery orders, or any other stock that may be required.
5.2 Get order requisitions approved by the Operations Manager.
5.3 Send order requisitions through to Head Office.
5.4 Complete payment requests for stationery orders and / or any other payment requests that may be required.
5.5 Get payment requests approved by the Operations Manager.
5.6 Send payment requests through to Head Office for processing.

6 Personnel Files and documentation:

6.1 Setup and maintain a filing system for all personnel files. All files must be labelled and categorized appropriately
6.2 New employees:
6.2.1 Gather all information and documentation required for their personnel files and create new files for new employees.
6.2.2 Ensure that all documents are received before employment and send it to Head Office HR department for processing and filing.
6.3 Answer all questions and queries relating to the personnel files.
6.4 Retrieve the required information from the personnel files in response to requests from authorized users.
6.5 Keep a “File-Out Book” and ensure the authorized user signs when taking and returning the file.
6.6 Keep track of all personnel files and documents to ensure nothing gets lost.
6.7 Perform periodic inspection on all personnel files in order to ensure correct placement, legibility and proper condition.
6.8 Screen incoming documents to determine where the document should be filed and ensure the documents are filed correctly.
6.9 Outstanding documents should be acquired from the employee to put on file.
6.10 All documents should be copied and send to Head Office for processing.
6.11 Ensure that all filing is kept up to date.

7 General:

7.1 Sorting and distributing incoming mail.
7.2 Organising and sending outgoing mail.
7.3 Photocopying and printing various documents as well as assisting other personnel with printing documents.
7.4 Assume reception duties, greet visitors and refer them to the appropriate staff member.
7.5 Answer and screen incoming telephone calls, direct calls to the appropriate staff member and take messages if needed.
7.6 Draw up documents as and when required.