Administration Clerk – HOD’s Office
Job Summary
The Administration Clerk will provide administrative support by managing correspondence, data, and procurement processes within the HOD’s Office.
Key Responsibilities
Clerical Support:
- Record, organize, store, capture, and retrieve correspondence and data.
- Update registers and statistics.
- Handle routine enquiries.
- Make photocopies and receive/send facsimiles.
- Distribute documents/packages to stakeholders.
- Maintain the filing system.
- Type letters and other correspondence as needed.
- Keep and maintain the incoming and outgoing documents register.
Procurement and Asset Management:
- Liaise with stakeholders for procurement of goods and services.
- Complete procurement forms for standard office items.
- Conduct stock control of office stationery.
- Maintain the asset register.
Personnel Administration:
- Maintain leave and attendance registers.
- Arrange travel and accommodation.
Financial Administration:
- Capture and update expenditure.
- Check subsistence and travel claims for accuracy and submit for approval.
- Handle petty cash.
Data Management:
- Provide data for monthly statistical reports.
Administrative Officer – Service Delivery Improvement Plan
Job Summary
The Administrative Officer will focus on coordinating service delivery improvement plans, monitoring standards, and facilitating departmental service excellence initiatives.
Key Responsibilities
Facilitate nominations for the Departmental Service Excellence Awards.
Service Delivery Improvement Plans:
- Communicate submission deadlines for service delivery plans and quarterly reports.
- Consolidate quarterly service delivery reports.
- Submit final service delivery improvement plans and reports.
Monitoring and Compliance:
- Develop a program for planned and surprise visits to service points.
- Make appointments for visits.
- Participate in visits and compile reports on findings.
- Monitor compliance with name tags and telephone standards.
Reporting and Facilitation:
- Compile reports on Batho Pele Programmes with recommendations.