TS Office Coordinator

Job Purpose

To provide operational support to the TS franchise by planning, coordinating and managing administrative business activities in order to assist management to fulfil its mandate for NCIB.

Job Responsibilities

Managed Financial & Business Results

• Receive, check validity and submit invoices and expense claims for authorization and submission to Finance through proper handling of all invoices received.
• Contribute towards business achievement of goals by implementing advice received on improvement of processes.

Managed Stakeholder Relationships

• Plan and co-ordinate client interactions through effective meeting co-ordination and events planning.
• Proactively direct requests to appropriate team member, correct cluster or business unit by sourcing information from the client in order to resolve the queries and follow up on resolutions.
• Manage communication between internal and external stakeholders by ensuring documentation and correspondence meets professional and compliance standards.

Managed Work Processes

• Plan and optimise time and resource allocation through effective diary management and meeting arranging for allocated Manco members.
• Assist with the coordination of training sessions and planning of required resources to ensure an effective training environment.
• Ensure travel arrangements are planned, executed and booked timeously within company policy by utilising travel vendors.
• Prepare agendas and meeting packs and distribute timeously to relevant parties, as required.
• Take minutes of weekly meetings, as may be requested.
• Assist with Vendor on-boarding by obtaining the relevant documentation and submitting to vendor management and track progress.
• Assist with facilities management by bringing requirements to the attention of service providers and tracking the delivery of the requested service.
• Assist with general office administration e.g. filing (physical and electronic), ordering stationery and supplies and other ad hoc administrative duties.
• Compile reports and presentations by drawing information from various specified sources, as needed.
• Keep the client and internal databases up to date by consistently obtaining and updating the information on the database as well as ensuring up to date information held. These include team's sites where information is stored for the teams
• Assist the department in minimising risks by complying with the relevant standards in own area of operation, and managing continuity plans for the teams.

Managed Self

• Understand and embrace the Nedbank vision and demonstrate the values through interaction with team and stakeholders.
• Ensure personal growth and enable effectiveness in performance of roles and responsibilities by ensuring all learning activities are completed, experience practiced, and certifications obtained and/or maintained within specified time frames.
• Ensure information is provided correctly to stakeholders by maintaining knowledge sharing with team.

Managed Transformation & Change

• Participate and support corporate social responsibility initiatives for the achievement of key business strategies.
• Identify and recommend opportunities to enhance processes, systems and policies and support implementation of new processes, policies & systems

Essential Qualifications - NQF Level

Preferred Qualification

Minimum Experience Level

7 years' secretarial experience

Technical / Professional Knowledge

Behavioural Competencies

Employment Equity Statement

Preference will be given to individuals from underrepresented groups.