Administrative Officer

Our client, an old age home in Stellenbosch, is looking for a strong administrative assistant. Utopia's residents are mostly Afrikaans speaking, so the ability to communicate in Afrikaans is essential.

40 hours per week.

Qualifications and required skills:
1. An appropriate certificate course or National Diploma at an NQF level 6

1. At least five years' experience in office administration, support to a manager or senior position, customer service, and general communication, preferably at an NPO.

2. Good computer skills with:

• All MS Office packages, but especially with Word, Excel, Outlook, and Powerpoint operating on Windows 10
• Online meeting platforms, e.g. Zoom and MS Teams
• Adobe and PDF documents
• Windows 10
• Scanning of documents
• Google searches

1. Good Android skills for:

• Assistance to residents with cellphones
• Whatsapp communication

1. Good knowledge of social media for setting up and keeping track of Utopia accounts like Facebook and Instagram.

2. Excellent human relations and customer service skills

3. Basic numeracy skills

4. Ability to work in an organised manner and stick to target dates.

5. Good judgment in dealing professionally with confidential information regarding residents and staff.

Expected outputs:
Supporting the manager:

• Help with manager's diary
• Assistance with arranging appointments and meetings, on behalf of the manager
• General assistance to the manager as requested

External communication commissioned by the manager

• Request quotes from service providers
• Assistance with communication with Azaleahof, ACVV and other facilities for the elderly.
• Arrangements with service providers

Responsible for the reception function

• Reception - visitors, deliveries, contractors, answering calls.
• Make sure that there is a staff member on duty in the foyer / service room at all times.

Provides a service to residents and is responsible for resident records and administration

• Assistance with medication delivery and communication with pharmacies if requested by a resident
• Communicate with residents regarding lodging payments, and assist with the implementation of annual increases
• Assistance with arrangements for resident activities and excursions
• Keeping track of residents' physical and electronic files, resident lists, resident related information.
• Assistance with communication to residents
• Maintain confidentiality of all resident information and documentation.
• Manage records of payments
• Assistance with communication with the Residents Committee
• Keep an accurate record of complaints in the complaint register and complaint file
• Notification board update
• Responsible for sending out and keeping records of administration for new residents - contract, financial statements, etc.
• Maintaining complaint register and completed complaint forms
• Assistance with agenda and minutes of the residents' committee meetings
• Checking laundry schedule to prevent errors and ensure accurate completion of schedule.
• Assistance with all arrangements for the AGM - invitations, agenda, documentation, minutes, catering, etc.
• Assistance with the orientation of new residents

General administration

• Filing of all Utopia related documents, electronically as well as hard copies.
• Administrative assistance with internal sales, eg to staff
• Administrative assistance with fundraising
• Administrative assistance as requested by the Manager from time to time.

Responsible for effective inventory management

• Maintenance of breakage register
• Keeping an asset register
• Inventory maintenance per room
• Ordering stationery and general office and care supplies
• Checking stock deliveries (not kitchen supplies)

Administration for Maintenance and Infrastructure Management

• Make arrangements in collaboration with the Manager for annual maintenance and servicing of alarms, elevators, fire alarms, kitchen and other equipment.
• Keep accurate record of all maintenance per unit.
• Keep stock for smaller maintenance such as light bulbs, bath plugs, batteries,
• Maintaining key register and organizing keys for all rooms, cupboards and living units.
• Maintaining maintenance list and checking maintenance of maintenance items
• Request and follow up invoices from service providers

Responsible for personnel administration

• Maintaining and updating staff schedules and schedules monthly
• Leave administration
• Assistance with communication to staff
• Arranging staff meetings, setting an agenda
• Minute taking at staff meetings
• Checking laundry lists and schedules twice a week
• Compile and maintain lists and forms to facilitate and improve work tasks, eg cleaning lists for kitchens and units, and laundry forms.
• Maintaining staff files and records
• Checking cleaning schedules to ensure completeness.
• Complete UI-19 forms relating to the Unemployment Insurance Fund in respect of staff who have resigned
• Assistance with purchases o