Administrative Assistant – Department Support

About the role

Responsible for providing administrative support to the department and facilitating the flow of work. The role also includes handling additional tasks as assigned and supporting the manager in daily operations.

Key responsibilities

• Answer telephone calls, transfer them to appropriate parties and schedule appointments.
• Liaise with facility staff on behalf of the manager.
• Manage office equipment (printers, fax, photocopier, conference phone, projector) ensuring functionality.
• Maintain adequate office supplies and ensure they are replenished as needed.
• Provide assistance for coordination between various departments, review reports, conduct studies and handle correspondence.
• Support the smooth execution of meetings and appointments, including taking minutes and documenting outcomes.
• Maintain internal schedules and facilitate meeting and appointment participation.
• Coordinate administrative support for meetings and undertake follow‑up actions.
• Arrange travel and accommodation for team members when required.
• Develop, modify, and maintain departmental databases and data sheets.
• Prepare worksheets, charts and other documentation as directed.
• Maintain client service standards and respond to verbal and written inquiries promptly.
• Provide familiarisation training for new HR employees and post holders to ensure competency.
• Arrange and manage a proper filing system for correspondences received or sent from the manager’s office.

Required profile

• Diploma or equivalent in any field (required).
• Bachelor’s degree or equivalent (desired).