INTRODUCTION:
The Personal Assistant to the BLOODSA Chief Executive Officer (CEO), manage the office the CEO, including related industry portfolios, and act as the “right hand” where required.
The function requires:
- An individual with a proven track record in the healthcare sector.
- A strong pleasant personality – able to communicate with employees, collaboration and business partners.
- Assertive, pro-active, efficient and accurate (dot the i’s and cross the t’s).
- Takes charge of the office and admin.
- Be prepared to go the extra mile.
We require a mature candidate who has had exposure in all of the above fields.
RESPONSIBILITIES
Personal Assistant Function.
- Assist the CEO in the timely management of communications (including written, telephone, email, and voicemail).
- Keep a record of all requests directed from the CEO to the executive team.
- Make appointments and manage diary.
- Make travel arrangements and bookings.
- Make travel arrangements and bookings.
- Screen telephone calls and emails.
- Take charge of every situation that arises.
- Compose and edit letters, documents, emails, proposals and ensure follow up with those that require answers, responses, and written replies.
- Assist in the management and organization of the CEOs calendar by scheduling appointments, meetings, engagements, and daily activities, including running errands.
- Maintain a schedule of recurring meetings.
- Preparing for meetings.
- Attend and take minutes at executive team meetings.
- Student liaison.
- Manage the flow of information through the CEO’s office.
- Promote a positive PR image for the “office of the CEO”.
- Typing, formatting, and editing reports, documents, and presentations.
- Entering data, maintaining databases, and keeping records.
- Assist in file organization via Dropbox.
- Coordinate the hosting of in-house events.
- Web site administration.
- Perform variety of office and personal errands.
National Educational Platform
- Maintain list of participants for each of the educational programs.
- Schedule educational event activities.
- Administer educational recordings and publish them on the National Educational online platform.
- Administer Continuous Professional Development (CPD) points and HPCSA accreditation.
Bookkeeper Function
In collaboration with the Chief Financial Officer (CFO):
- Perform basic Xero Accounting functions (Xero online).
- Debtors
- Creditors
- Maintain an up-to-date asset register.
- Coordinate, report and administer grants and funding applications.
- Coordinate and administrate travel requests, bookings, subsistence and related expenses.
Human Resources Function
- Process Salaries through BLOODSAs Remuneration and HR Outsourcing Services partner.
- Maintain accurate leave records.
- Maintain personnel contracts and records.
Project Administration Function
- Initiate, manage and coordinate in-house projects.
- Perform project reporting.
REQUIREMENTS:
- Excellent communication skills (written and verbal).
- Extremely detail oriented to ensure accuracy and quality across all tasks.
- Excellent people skills.
- Professional dress code.
- Must be flexible and willing to work extra time during busy times and on call during weekends and after business hours.
- Must demonstrate a can-do attitude.
- Must be able to complete tasks thoroughly and accurately, sometimes with little direction.
- Ability to read and interpret various documents.
- Ability to speak effectively among executives, clients, students, and colleagues.
- Ability to resolve complex administrative problems independently and perform tasks that are diverse and advanced.
- High level of interpersonal skills to interact with colleagues and executives.
- Ability to problem solve and follow through on a variety of tasks (creative problem solving).
- Ability to work on business and personal items interchangeably.
- Demonstrate highest level of ethics and ability to maintain confidentiality at all times with all situation and documentation.
- Demonstrate strong knowledge and extensive use of Microsoft Office and/or Mac OS.
DESIRED SKILLS:
- Qualification in secretarial work, office administration, or related training.
- 3-5 years of experience as a personal assistant in the healthcare sector.
- Extensive experience in creating documents and spreadsheets, using office software such as MS Word,
- Excel, and PowerPoint.
- Extensive experience in accounting, such as Xero Cloud Accounting, and online banking.
- Experience in Human Resource management and payroll.
- Advanced typing, note-taking, record keeping, and organisational skills.
- Ability to manage internal and external correspondence.
- Proficiency in appointment scheduling software such as MS Outlook.
- Excellent written and verbal communication skills.
- Exceptional interpersonal skills.
To apply, please send your CV and cover letter to admin@bloodsa.org.za.
Please note that only shortlisted candidates will be contacted. Should you not receive feedback within 14 days, please accept your application as unsuccessful.
