SUMMARY OF POSITION
The General Administrator is responsible for assisting with all administration, inspections, and training with regards to Health, Safely, Environmental and Quality functions within the Company, this includes upholding the Laws, Regulations and Practices of the Occupational Health and Safety Act 85 of 1993. The General Administrator is also responsible for keeping track of the stock in the stores, this includes monitoring current stock levels, organising existing inventory, and all administrative duties with regards to stock control; as well as providing general office support, which includes answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional office duties
ROLES AND RESPONSIBILITIES
· Health and Safety Administration
- Communicate Company policies, procedures and regulations pertaining to employee safety to all employees within the Company
- Ensure that all Health and Safety policies, procedures, rules and regulations are kept up to date, adhered to and communicated to all employees within the Company
- Ensure all incidents and accidents are properly recorded, reported and investigated
- Ensures compliance with all applicable Health and Safety regulations and maintain records according to established guidelines
- Develop safe working procedures for all tasks
- Compile non-compliance reports, keep record of all non-conformities, introduce corrective actions and monitor the progress
- Ensure that Safety Statistics are maintained on site regarding accidents, injuries, man-hours, lost time, and risk assessments
- Review and update the Safety System
- Compile safety files for the various sites
- Assist with establishing a full programme of documented Health and Safety inspections, audits and checks
- Ensure full and accurate Health and Safety training records are maintained
· Health and Safety Inspections
- Assist with Hazardous Identification Risk Assessments
- Ensure that Health and Safety inspections are conducted and recorded monthly
- Co-ordinate safety inspections
- Ensure risk assessments are conducted on a monthly basis
· Training
- Assist with induction training
- Assist with the identification of Health and Safety training needs
- Liaise with external Health and Safety consultants in the provision of training programmes and Health and Safety services
· Stock Control
- Control the stores operations by ensuring that all materials are correctly handled and recorded
- Issuing and returning of stock
- Receive stock and receipting it on the stock system
- Order of stock for jobs and obtaining and maintaining minimum stock level
- Ensure a correct stock take is done every month end
- Keep the stock room clean, tidy, presentable and ensure all stock is clearly visible
- Arrange stock delivery to site
- Arrange stock collection from suppliers
· Stock Administration
- Enter stock items in the system and allocating them to their respective jobs
- Ensure all paperwork is filled in correctly and signed by the relevant person / people
- Create purchase orders on the system
- Liaise with suppliers, and obtaining quotes from suppliers
- Ensure all supplier invoices are captured
- Ensure inter Branch transfers are recorded on the system and correct paperwork is in order
· Switchboard Operator
- Manage the switchboard, screening and routing calls to the relevant person
- Take and convey messages to the relevant person via phone or email
- Report faulty telephone equipment and line faults to the IT Manager / General Office Manager
- Review and update the Company’s contact list and telephone extensions on a monthly basis
- Deal with queries from Customers both telephonically and face to face
· General administrative and office support
- Has knowledge of the staff movement in and out of the Company
- Receiving and checking deliveries and informing the relevant person
- Prepare letters, documents and schedule appointments
- General admin and clerical support
- Capturing and managing time and travel on Syspro and Worklog
- Open, stamp and distribute mail
- Receive incoming courier packages and liaising with the Courier Company to collect outgoing packing
- Provide and order stationery and maintain an adequate stock level
- Managing boardroom bookings
- Order flowers arrangements
- Orders and distributes business cards for the Branches
- Creating a Google sheet for all the branches to update the waybill listing and the items that were couriered
- Balancing the Globe Flight sheet and sending it to the relevant person
- Ensure the reception area is kept clean and tidy at all times
- Sending and receiving faxes
· Client Relations
- Greet and welcome visitors in a professional manner
- Inform the relevant employee that their visitor has arrived
- Organising refreshments for meetings
· Health, Safety, Quality and Environmental Responsibilities
- Monitor employees to ensure all safe working procedures and methods are adhered to as far as practically possible
- Ensure that all employees are aware of and fully understand all safe working procedures and methods
- Ensure that all incidents and accidents are properly reported, recorded, and investigated
- Participate in Safety Training to improve safety standards
- Report any deviations that could lead to an accident
- Report incidents and accidents before the end of a shift
- Ensure that the SHEQ Management System requirements are met towards customer, internal, ISO, regulatory / legal requirements.
- Manage and perform all internal processes, especially those that affect the quality of the Organization's products.
- Work with Customers, Colleagues and Contractors towards continual improvement of the Management system and report the need for improvement to Management.
- Keep up standards and regulations with respect to Products and Services
- Adhere to the Company's Health and Safety policy and procedure
- Look after your own safety and that of other employees
· Any other reasonable duties and responsibilities in line with your capabilities and at the request of your Superior
JOB REQUIREMENTS
· Minimum of Grade 12 or equivalent
· Minimum 1 years’ experience working in Health and Safety
· Knowledge and understanding of the OHS Act 85 of 1993 and all regulations contained therein
· Must keep up to date with knowledge of Health and Safety laws and practices
· Attend training courses and seminars as required
· Excellent verbal and written communication skills in English and Afrikaans
· Must be proficient in MS Office
· Must have a valid driver’s licence and own vehicle
BEHAVIOURAL REQUIREMENTS
· Must have Conflict Management Skills
· Must have excellent organisational, planning, multitasking and administrative skills
· Must have exceptional attention to detail, be results, detail and goal orientated
· Must be confident and be able to influence and motivate fellow employees with regards to implementing Health and Safety systems and processes as well as embracing the Occupational Health and Safety culture
· Must be able to work independently as well as in a team
· Must be able to communicate effectively with people at varying levels of authority within the Company
· Must consistently maintain a high level of integrity, be honest and reliable
· Must be willing to take on new responsibilities and challenges
· Must be able to adapt new strategies to react to changing business trends
· Must be able to prioritise jobs, perform under pressure and meet deadlines
· Must be able to manage time efficiently and effectively
· Must be dressed professionally at all times
· Must have exceptional Customer service skills
· Must conduct him/herself in the appropriate manner and show respect towards the Company, Clients, Suppliers, Contractors and fellow employees
· Must have excellent interpersonal and communication skills
Job Type: Contract
Contract length: 12 months
Application Question(s):
- What is your availability
Experience:
- Administration in projects: 3 years (Required)
- Administration: 3 years (Required)
