Purpose of the Role

Coordinate and oversee administrative and internal operational processes, ensuring accuracy and compliance with policies. Prepare, review, and authorise documentation and reports. Analyse and reconcile information across multiple systems or departments. Draft and compile management reports, highlighting trends or issues for decision-making. Serve as a key point of contact with internal and external stakeholders to exchange information, resolve queries, and support business operations.

Minimum Requirements

Minimum Qualification Required  

• Matric (Grade 12) or an equivalent NQF Level 4 qualification is required.  
• A certificate or diploma in Office Administration, Front Desk Management, or a  
  related field is advantageous. 
   

Minimum Experience  

• A minimum of 2 years of experience in a receptionist, front office administrator, or similar client
  facing role.  
• Experience in the insurance or financial services industry is beneficial.  
• Demonstrable experience operating a multi-line switchboard and proficiency in the Microsoft Office   
  Suite. 

Key Responsibilities

• Client & Visitor Management: Greet clients and visitors in a professional, friendly, and courteous manner, ensuring a positive first impression  
• Contacting office staff notifying them of visitors.  
• Manage phone calls by answering, screening, and forwarding incoming phone calls efficiently while providing basic information when needed.  
• Administrative Support; perform general clerical duties, including photocopying, filing, managing incoming and outgoing mail, and arranging courier services; management of kitchen cleaning consumables.  
• Access control: arrange access cards and biometric access for new joiners. Follow up until cards are received and biometrics are working. 
• Helpdesk: log Facilities related matters with the landlord; log Facilities requests on the Facilities Helpdesk. Follow up until the items are actioned.  
• Facilities: conduct daily inspections of the office areas; submit a weekly report on related matters.  
• Beverage vending machines: ensure the Technician is on site daily; manage stock orders.  
• Meeting Room Coordination: assist to manage the booking schedule for meeting rooms, ensuring they are prepared and tidy for scheduled appointments.  
• Inbox and Correspondence Management: Monitor the general office email inbox and respond to or forward queries to the relevant staff members promptly.  
• Office Presentation: Ensure the reception area is kept tidy and presentable, reflecting MiWay's professional standards  
• Maintain office security by following safety procedures and controlling access via the reception desk. This includes the management of the access control reader for the IT room.  
• Mail & Deliveries: Receive and issue out deliveries received.  
• Provide callers with basic, non-advisory information such as company address, operating hours, and main department contacts.  

Knowledge and Skills

• Exceptional verbal and written communication skills with a professional telephone etiquette.  
• Strong interpersonal skills with a client-centric approach.  
• Excellent organizational and time-management abilities, with the capacity to multitask and prioritize effectively in a busy environment.  
• roficient in Microsoft Office Suite (Outlook, Word, Excel).  
• High level of accuracy and attention to detail.  
• Ability to be resourceful and proactive when issues arise.  

Competencies Required

• Client Focus and Professionalism  
• Effective Communication  
• Organizational Skills and Attention to Detail  
• Teamwork and Collaboration  
• Integrity and Reliability  
• Resilience and Adaptability  

Overview of Role Responsibilities (Level 1-13)

Administration- Level 3 - Process Specialist
Produce, update, and provide best practice support on Microsoft documents, databases, and other departmental systems. Tasks may include purchasing materials, entering budgetary information, and recording time and expenses.

Document Management- Level 3 - Process Specialist
Create, organize, and maintain files containing the correspondence and records of a senior colleague.

Document Preparation- Level 3 - Process Specialist
Prepare routine letters, memoranda, reports, and similar documents following detailed instruction. This is likely to involve using the full range of functions within standard office software.

Work Scheduling and Allocation- Level 3 - Process Specialist
Organize own work schedule in order to get the job done, coordinating with support services and assigning short-term tasks to others if necessary.

Operations Management- Level 3 - Process Specialist
Carry out operational tasks by following established processes. This will involve adjusting multiple settings or parameters to meet performance standards.

Required Skills

Planning and Organizing - Intermediate
Works at an intermediate level to plan, organize, prioritize and oversee activities to efficiently meet objectives. Typically works with guidance.

Verbal Communication - Intermediate
Works at an intermediate level to express ideas, request actions, formulate plans, and policies by means of clear and effective verbal communications. Typically works with guidance.

Policy and procedures - Intermediate
Works at an intermediate level to monitor, interpret and understand policies and procedures and ensure their alignment with organizational strategies and work objectives. Typically works with guidance.

Computer Skills - Intermediate
Works at an intermediate level to understand and effectively use standard office equipment and standard software packages to support business processes. Typically works with guidance.

Work Scheduling - Basic
Works at a basic level to ensure the optimum scheduling of work and material resources to meet planned performance targets. Typically works under close supervision.

Desktop Publishing - Basic
Works at a basic level to create documents using page-layout software on a personal/desktop computer. Typically works under close supervision.

General Experience

None

Managerial Experience

Not applicable

Education

Required Behavioural Competencies