Business Administrator

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Description

Business Administrator(Job Number: 00269482)

Description

To manage, oversee, control and execute all operational and business administration, team support and logistics coordination to ensure effective business support.

Key Accountabilities

Accountability

:Office Administration

  • Set-up and provide a general administrative support capability to the respective reporting line and team.
  • Ensure all team members have the required tools to execute their functions (e.g. phones, laptops, etc.).

  • Ensure effective record keeping and archiving capabilities and practises are in place.

  • Ensure adequate office supplies are available for business operations.

  • Action and execute requests received from business timeously.

  • Collate and distribute relevant information to the team to ensure team is kept well informed

  • Participate in team meetings and ensure proper administrative governance through setting of agendas, minute taking, action item follow-ups and communication.

  • Facilitate and co-ordinate financial administration requirements for line management and team to ensure timeous payments and effective cost management (e.g. corporate card and staff claims, invoice payments).

  • Ensure cost efficiencies in execution business administration duties

  • Facilitate and coordinate timeous feedback from stakeholders to ensure business efficiency

  • Ensure adherence to policies and procedures in sphere of influence and control

  • Ensure proper protocols are undertaken in executing duties for business prudence.

  • Ensure Sales Support incentives are signed off and manage relationship with Sales Support Business Administrator.

  • On a monthly basis review, all expenditure charged to cost centres and work closely with Finance team to inform necessary changes and submit for management action/approval.
  • Monitor cost centres to ensure appropriate allocation and identify any irregularities w.r.t. cell phone, credit card, vehicle costs).

  • Co-ordinate monthly meetings with Sales teams and respective stakeholders.

  • Update circulars where required.

  • Manage central communication platform(s).

  • Keep abreast of organisational events and proactively inform and support management/team in planning (e.g. surveys, HR calendar).

  • AccountabilityLogistics Administration

  • Act as a COE for enabling external sales with best practice tools and processes

  • Proactively assess line management and team requirements to support business logistics

  • Organise and arrange meeting and function logistics (e.g. Venues, Supplies, Refreshments)

  • Liaise with the in-house travel agent for travel bookings and accommodation and provide required confirmations

  • Take charge of office moves for line management and team including liaison with building management and IT.

  • Ensure cost efficiencies are applied in executing logistics duties

     

    Accountability: Team Assistance & Support

  • workforce and recruitment demand planning

  • Assist line management and team in business planning

  • Ensure continuity in support by arranging a back-up in time of absence as well as provide support to other areas (as approved by management)  Plan and manage direct line manager(s) and team (where applicable) diaries to support planning, business processes and effective time management

  • Prepare for line management meeting attendance in ensuring respective information/documentation (e.g. presentation, pre-reading material) is collated and packaged timeous and appropriately.

  • Perform pre-screening practises (email or telephonically) to identify matters of priority and support for timeous attention/resolve

  • Work closely with team members and peers to support business continuity and delivery of a high performance culture

  • Distribute relevant communication/information impacting team with required follow-up to ensure compliance and meeting of deadlines (e.g. mandatory compliance training, PDs, etc.)

  • Record and relay messages for line management and team in their absence.

  • Understand the context of business area in order to provide effective support to stakeholder areas (Head Office, Regions)

    Accountability: Stakeholder Engagement and Network Management

     

  • Ensure a high standard of business and professional etiquette is applied in stakeholder engagements (e.g. written and verbal communication)

  • Build and maintain an effective network across organisational disciplines to support business navigation, stakeholder management, communication and problem solving.

  • Work closely with team in and out of immediate area to support and leverage off stakeholder areas and drive business performance

  • Build and maintain internal and external networks and relationships to enhance and support business collaboration and opportunities.

  • Accountability: Customer Service Orientation (Internal & External)

  • Ensure a high level of professionalism in all business engagements

  • Take ownership and be solution oriented in dealing with customer requests or queries

  • Ensure effective feedback processes are undertaken to resolve and complete within agreed timelines

  • Escalate any matters that require management attention

Essential/Basic Qualifications

Role / Person Specification:

Education and Experience Required

  • Higher Certificate in Administration / Banking or equivalent NQF Level 5 qualification
  • An appropriate Advanced Certificate / Diploma or equivalent NQF Level 5 qualification will be an added advantage

  • 3-5 years’ experience in an administrative/assistant role in Banking


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