Project Administrator (Senior)

Main purpose of the job
To provide administrative duties and oversee support to the team.

Location
Hillbrow, Johannesburg

Key performance areas
Office administration and Operations oversight
• Coordinate and schedule relevant appointments, training and meetings
• Update the leave schedule monthly
• Book venues for meetings for record management projects
• Take minutes at relevant meetings and disseminate within 5 working days
• Make relevant copies of documents and file them accordingly
• Send out training invitations, collate RSVP`s, books venues, collate training materials, prepare attendance registers and keeping record of all the attendances
• Screen enquiries or requests and handle them appropriately
• Liaise with IT to log queries on all matters relating to IT support functions for the project
• Arrange for network points and telephone connections for all the new staff members
• Ordering of all the required equipment for new staff members
• Purchase office stationery, consumables and office equipment within the budgetary and procedural guidelines.
Patient Records Management
• Maintain a systematic electronic/paper based filing system including the safe keeping of important project documents
• Maintain a calendar of events for all activities within the project.
• Assist in preparing reports and presentations
• Daily monitoring and recording of filing system activities (Staff members on duty, files in and out, temporary files issued, assess project needs)
• Monthly auditing (file retrieval times, filing system backlog, temporary files issued) and reporting of filing system issues and needs
• Coordinate and be involved in annual records management and patient waiting time surveys in the facility
• Be involved in records management quality improvement projects
Staff Management
• Coach and train subordinates and team members to ensure the acquisition of knowledge and skills required by the organisation
• Promote harmony, teamwork and sharing of information

Required minimum education and training
• Grade 12
• MS Office proficient

Required minimum work experience
• Minimum 3 years’ experience in filing/clerical/ office administration
• Minimum 2 years’ experience working in a health facility catering for high patient numbers

Desirable additional education, work experience and personal abilities
• Relevant certification in business management/administration and/or data management
• Experience working in a public health environment, donor funded organisation or NGO
• Exposure to facility assessments/ evaluations and good report writing skills
• Exceptional organisational and administrative skills with working knowledge of Microsoft Office.
• Ability to maintain confidentiality, tact and professionalism at all times
• Ability to exercise discretion and display a high level of initiative and independent decision-making
• Assertive, confident and adaptable
• Self-motivated, able to work independently and work as part of a multidisciplinary team

The closing date for all applications is 04 August 2015