SUMMARY:
My client based in the Northern Suburbs, focusing on the Academic industry is seeking to employ a Society Administrator to organise and coordinate administration duties and general office procedures and manage a small medical society's office administration.
POSITION INFO:
Your role is to create and maintain a healthy work environment, ensuring high levels of organisational effectiveness, communication, and safety. The responsibilities will consist of general office and facility management, company secretarial administration, bookkeeping and scheduling meetings and appointments.
Responsibilities:
Medical Society Administration
- Responsible for the day-to-day administration and office management of a Medical Society (+/-700 Members), which includes (but is not limited to) all the correspondence, marketing, the processing of service applications and membership administration support.
- Assist the Medical SocietyBoard of Directors and all councils and committees with their events, activities and administration throughout the year and assist with the organisation with their yearly conference and any travel and accommodation arrangements.
- Answers and screens telephone calls. If necessary, takes accurate messages directs the call to the appropriate person. Responds to requests promptly and provides clear and accurate information within the scope of knowledge and authority.
- You will type correspondence, forms, reports, manuscripts, or other materials that may require complex formatting. You will prepare documents with stylised formats, lettering or graphics using specialised commercial software, such as desktop publishing or graphics packages. Proofreads and edits materials for grammar, punctuation, and spelling.
- You will schedule appointments and meetings when requested. You will also need to attend such meetings inside and outside of business hours.
- Organise conference calls and meetings, sometimes with large numbers of participants as and when required.
- Reserve meeting locations and equipment if required.
- Draw up meeting agendas, minutes and other materials as requested.
- Organise travel arrangements for the society board of directors as needed.
- Assist the annual conference Organisers with information and schedules as an when required.
- Maintain files, records and databases and enter information from source documents into computer databases and spreadsheets, compiling, printing, and distributing periodic reports, mailing labels and other information as needed.
- Handle enquiries and communication regarding the associations'' committees, councils, services, memberships, and products.
- Source and handle the association''s marketing through regular newsletters, websites, emails, and social media platforms.
- Must be willing to travel nationally to support the association with administration and events, in and outside of business hours.
- Motivate for financial budgets for process operations or improvements.
- Handle the medical Society membership administration such as applications, invoicing, queries, and requests.
- Handle the CPD accreditation services such as submissions, quotes, invoicing, queries, and follow-ups about accreditation services.
- Create and issue quotes, invoices and credit notes for services and memberships and work with the bookkeepers to reconcile all payments to the invoices from the bank statements and follow-up with outstanding invoices.
- Handle all administration and queries with the bookkeepers and the auditors.
- Manage and update the Medical Society website.
- Report all IT related problems to the IT department and handle all subsequent queries timeously.
- Performs any other duties as assigned by Management.
Facilities Management
- Manage and order office/conference stock.
- Ensure storeroom are kept neat and tidy.
- Keep up office efficiency by arranging and implementing office frameworks, designs and equipment procurement.
Online Shop
- Manage a small online shop.
- Raise quotes, purchase orders/invoices as required.
- Ensure orders are couriered timeously.
Requirements:
- Matric (Diploma will be advantageous).
- Average type speed of around 65 words per minute (wpm)
- Driver''s License Code 08 (Required) and own transport.
- Minimum of 4 years related work experience required (previous work in medical society administration will be advantageous).
- Experience with Microsoft applications, including Outlook, Word, Excel or PowerPoint and other web-based applications.
- Experience working with Wordpress and Mailchimp will be advantageous.
- Excellent written and verbal English and Afrikaans (read, write, and speak).
- Written Communications: Ability to communicate clearly and effectively in written Afrikaans and English with internal colleagues and external customers. Ability to read for comprehension.
- Oral Communications: Ability to comprehend and converse in Afrikaans and English to communicate effectively with colleagues, Directors, members, vendors, and customers.
To apply please send your CV to --------Please upload your CV here-------->
Please note that only shortlisted candidates will be contacted. Should you not receive feedback within 48 hours, please accept your application as unsuccessful.
NB! This job is now closed. You can apply for other jobs by uploading your CV.
