Admin Officer

SUMMARY:
We require an Admin Officer to effectively perform the general administrative functions of the unit and provide frontline support and liaison with staff, residents, families, visitors and members of the public.

POSITION INFO:

• Provide professional front-desk support by welcoming residents, families, visitors and volunteers, managing telephonic enquiries and maintaining appropriate access control and security.
• Facilitate and coordinate resident administration processes including applications, admissions, respite enquiries, transfers and exit procedures while ensuring accurate documentation and POPIA compliance.
• Prepare and maintain resident and medical files, ensure accurate recordkeeping, update databases and maintain administrative registers and reports.
• Manage billing and financial administration including generating quotes, invoicing for services (such as respite, day care and holiday care), processing payments, petty cash management and reconciliation of accounts such as meal tickets, wound care and pocket money.
• Maintain efficient office administration including document control, archiving, correspondence, bulk communication to families and management of stationery and supplies.
• Coordinate bookings and logistics such as drivers, beauticians, hairdressers and other service providers.
• Maintain operational records including bed lists, visitor statistics, enquiries, maintenance requests and other administrative reports.
• Provide general administrative support to the unit including switchboard relief, managing key registers, reporting equipment faults and supporting smooth day-to-day operations.

 Competencies:

• Coordinating & organising abilities
• Attention to detail
• Problem solving ability
• Excellent communication (verbal & written)
• Interpersonal skills
• Ability to take initiative
• Presentable
• Analytical thinking, attention to detail and planning and organising skills

 Requirements:

• Grade 12
• Computer Literate (Microsoft Word & Excel)
• Secretarial / Administration Certificate advantageous
• 3-5 years’ relevant proven reception, secretarial and administrative experience
• Bilingual (English & Afrikaans)