About Kaelo
Kaelo provides essential healthcare solutions ensuring the physical and psychosocial wellbeing of all South Africans towards lasting social change.
 

Provide support to the Chief Operating Officer (COO) and her direct reports by effectively managing her schedule and performing a wide variety of administrative functions, analytical and research duties. Duties performed require considerable confidentiality, initiative, tact, and mature and independent judgment. This role requires adaptability, dependability as well as accountability. Good judgment and decision making. Always being aware of any sensitivities. There is a high level of self-management but most importantly requires a high level of professionalism and self-discipline.

KEY OUTCOMES (not limited to) Level 4 and 5 process elements

Document Management

Compiling of proposals

Document collection / collation / management

Plan, prepare and distribute agenda and minutes for meetings

Administration

Scheduling, communication and diary management for the COO, and CEO on occasion.

Booking of meetings

Obtaining quotes

Filing, printing, scanning

Personal errands for the COO

Outlook management including e-mail, contacts and tasks

People Admin

Travel and accommodation co-ordination and arrangements

Track and approve leave for the COO’s direct reports

Manage one on one documentation for COO’s direct reports

Human Capital Management and admin support for the Operations team (storing recruitment documentation and ensuring it is uploaded to the correct systems)

Source and purchase corporate gifts

Reporting and presentation preparation

Preparation of documents for presentations

Drafting presentations, diagrams and communications

Financial and Budget support

Credit card claims and reconciliations

Manage / order stationary

Management accounts presentations and support

Finance and payroll support for Operations

KPA administration and support for Operations

Processing credit card payments.

Additional responsibilities

Telephony and equipment orders (3G cards, PC’s and laptops)

Payroll support and assistance

SPECIAL REQUIREMENTS

Health Industry Knowledge

PERSON DETAILS: WORK EXPERIENCE

REQUIRED

Matric - Essential

5 Years working experience as a PA to a Senior Manager

Operations experience

PREFERRED

Office Management

EDUCATION: QUALIFICATIONS: ACCREDITATIONS WITH PROFESSIONAL BODY

REQUIRED

Computer knowledge: Visio/ and Project Management - Advantage

PREFERRED

Secretarial Diploma - Advantage

TECHNICAL SKILLS OR KNOWLEDGE

REQUIRED

Computer knowledge: Word/Excel/Power Point/ Outlook – Essential

Health Industry Knowledge

PREFERRED

PERSONAL ATTRIBUTES : COMPETENCIES 

• Accountability
• Communication
• Business writing skills
• Efficient and effective mindset
• Planning and organisation
• Resilient and adaptive
• Self-development
• Significance and values oriented
• Ethical