Principal Officer Level 12. Administrative Officer Level 8

Transcription

1 JOB DESCRIPTION NOTES Forms must be downloaded from the UCT website: This form serves as a template for the writing of job descriptions. A copy of this form is kept by the line manager and the job holder. Position title Job title (HR Practitioner to provide) Job grade (if known) 6 Academic faculty / PASS department Academic department / PASS unit Division / section Senior Secretary Secretary Human Resources POSITION DETAILS Compensation and Benefits UCTRF Office Date of compilation October 205 ORGANOGRAM (Adjust as necessary. Include line manager, line manager s manager, all subordinates and colleagues. Include job grades) Principal Officer Level 2 Deputy Principal Officer Level 0 Administrative Officer Level 8 Senior Secretary Level 6 PURPOSE The main purpose of this position is responsibility for the administrative and secretarial assistance to the office of the UCT Retirement Fund 3 October 205 Page of

2 Key performance areas (4 6) (What) OFFICE MAINTENANCE Telephone % of time spent JOB CONTENT Activities / Objectives / Tasks (How) Answer calls, take messages and distribute electronically. Manage all office maintenance requirements (i.e. telephones, copy machine, printers, scanner, computers, etc). Liaise with ICTS on any specific IT requirements. Results / Outcomes (Why) Ensuring that all calls are answered and messages forwarded to the appropriate person for action. Log all queries on query log. Ensuring that supplies are available when required and use monitored. Office Supplies Mail Responsible for the ordering and management of office supplies in line with budgetary requirements. Reconcile invoices to statement monthly Date stamp all incoming mail in hard copy. Distribute to relevant colleagues in Principal Officer s Office, HR, and Service Providers where necessary. Manage all outgoing mail log in registered mail book (internal mail) and send certain mail registered post (external mail) Ensuring that mail is date stamped and distributed daily. Ensuring that mail is actioned daily and make the necessary arrangements for delivery where necessary. Action all returned mail, searching on SAP and white pages for individuals addresses/call or if not listed. Process all incoming correspondence and prepare responses to correspondence. 3 October 205 Page 2 of

3 2 OFFICE FILING Responsible for all filing and archiving on a daily basis. Scanning of fund documents, i.e. signed contracts and signed minutes onto the relevant folders. Ensuring that all documentation is filed daily MEMBER QUERIES AND COMMUNICATION Management of UCTRF Electronic Mailbox. Log all member queries and allocation details the relevant staff on the electronic query log Ensuring the accurate capture and maintenance of data Ensuring that the relevant documentation is timeously and accurately prepared for distribution 2. Reply and action s 3. If not able to reply, distribute relevant UCTRF staff 4. Follow up with UCTRF staff Update log weekly and highlight any outstanding items for action by colleagues 3 Follow up of above and inform senior of outstanding matters Responsible for the organisation and distribution of documents to various member groups. This included arranging for labels, arranging for printing of communication as well as electronic distribution of documents. When required, labelling and inserting communication/letters into envelopes. Arrange logistics of communication sessions to different groupings of UCTRF members at different venues on and off campus as and when required. 3 October 205 Page 3 of

4 . Booking of Venue/s 2. Communication in prep for AGM/Roadshows 3. Audiovisual logistics for venue projector, computer etc. 4. All other logistics re: catering 5. Attendance registers Arrange for copies of UCTRF forms to appointments office. 4 ANNUAL FUND DELIVERIES a) Investment Switching opportunities Open all mail (switch forms), date stamp, Log all switch forms onto electronic spreadsheet for ongoing administration as directed by the Administration Officer. Scan in switch forms and send to Sanlam. Scan in each form individually and send to members. Filing of Switch forms with the registry. Relevant documentation timeously and accurately prepared and distributed to appropriate roleplayers. Relevant documentation timeously distributed to members Accurate information captured Good document management process in place b) Death in service forms Update spreadsheet, scan in and send to Sanlam. Correspond with members who have incomplete forms (unsigned, not filled out correctly) and keep following up. Send to registry for personal filing. 3 October 205 Page 4 of

5 c) Benefit Statement exercise and other documentation d) Other Documentation Responsible for distribution of all documentation to Trustees as and when directed by colleagues. Distribution of benefit statements to various member groups. Log all responses as and when required Distribution of documents to various member groups/trustees as directed by the Principal Officer/Benefits Officer, i.e. during Trustee elections 5 NOMINATION OF BENEFICIARY FORMS Log and capture beneficiary details/ forms on spreadsheet and send to Sanlam Deal with queries forms filled out incorrectly or incompletely keep following up File in sorter, and then personal files Accurate information captured Good document management process in place 6 BUDGET / FINANCE Fund Payments Check all invoices received by UCTRF, PO to authorize, submit to Sanlam for payment, keep record of payments on spreadsheet and file Card Payments Reconcile the P-card statement and ensure proper signatures are obtained from the fund-holder; maintain a proper filing system send originals to Finance Accurate information captured Good document management process in place 3 October 205 Page 5 of

6 Purchase Orders Scan in invoices/complete PO forms where purchase orders need to be raised and send to Finance Send originals to Finance, keep copy Petrol Reimbursements Working out petrol reimbursements for PO & staff and completing forms for submission to finance PRESENTATIONS/ TRUSTEE AND COMMITTEE MEETINGS / TRAINING SESSIONS Meeting arrangements Maintain PO s diary & DPO s diary Plan, co-ordinate and schedule meetings and functions. Organise all venues and logistics (catering, projector etc.) for all Committee meetings as well as Adhoc meetings/ workshops and update attendance registers Ensuring venue is booked and prepared Ensuring refreshments have been arranged if required. Ensuring that Agenda packs are bound and distributed within agreed time standards 7 Schedule meetings in calendar and invite participants. Also rescheduling of meetings, checking availability of meeting participants 3 October 205 Page 6 of

7 Agenda Packs Conferences Internal & External Trustee Training and inform Trustees/staff, diarise and book and arrange logistics (catering, venue etc.) Complete registration for various memberships for PO and Deputy PO, arrange for payment of invoices Binding and printing of Agenda Packs for all committee meetings except AAR & BOT (approx. 4 agenda packs per meeting) Final checking/ Proof reading - formatting & grammar of Agenda s and minutes for UCTRF Committees Checking, labelling, enveloping, doing post forms and Distribution of agenda packs Book the Principal Officer/Trustees & staff of UCTRF on various seminars and conferences and diarize, arrange for payment, prepare pack for individual attending seminar, liaise with conference host and file all documentation. Arrange for flights, accommodation and all other logistics for conferences out of town 3 October 205 Page 7 of

8 SEMINARS / WORKSHOPS Responsible for finding cost effective ways for hosting events and keeping to a budget without compromising the presentation and quality. Accurate information captured Good document management process in place Responsible for arranging the catering and venues incl. all IT equipment needed. Preparing documentation for these various events. Keeping a register of which Trustees are attending which roadshow s etc. and diarize for them 8 Sending out s and reminder s to the various departments alerting them of the upcoming events. Setting up of RSVP form and maintaining RSVP spreadsheet with dietary requirements etc. Liaise with Communications company(sanlam) re: newsflashes/invites/programmes Liaising with Sanlam re: placing notification on website Co-ordination of various visits by internal and external parties (screening of potential service providers) 3 October 205 Page 8 of

9 Co-ordinate items for goodie bag(incl. sourcing and designing) Layout of programme liaise with speakers on CV s/pictures/schedule for day. Invite all members to various events, respond to correspondence received with queries Mail merge and print labels and post all invites to payclass 5 and under. Liaise with venue coordinators on all arrangements/logistics/planning From RSVP list create registration lists. Arrange gifts and prizes for speakers and members. Arrange for stands for exhibitors at events. Arrange for publicity for Retirement Seminars Create surveys on Vula for various events Manage the following events: UCT Retirement Seminar (2 seminars a year), 3 October 205 Page 9 of

10 AGM, Retirees Quotes Workshop, Investment Roadshow Sessions, Information Sessions, Trustee Training Workshops, Trustee end of year function, Staff end of year function. (see attachments on various functions done for events) QUARTERLY NEWSLETTERS & NOTICES (for active members and ILLA/Deferred and Disability members) to all members who have addresses & respond to any queries where possible or escalate to PO Accurate information captured Good document management process in place 9 Post (printing & merging of labels, arranging printing and folding of newsletters/notices to payclass 5 and under/la s/deferred Pensioners and Disability members) Responsible for managing the UCTRF Mailing lists SPECIAL PROJECTS/OTHER TASKS Involvement in projects and tasks as directed by the Principal Officer from time to time, i.e. Fund rebroke exercises Ensuring that deliveries specified by the Principal Officer are met within the agreed time standards. 0 Typing of documents as and when requested. 3 October 205 Page 0 of

11 MINIMUM REQUIREMENTS Minimum qualifications Minimum experience (type and years) Senior Certificate 3 years administrative or similar experience Advanced Computer Literacy COMPETENCIES Competence Level Competence Level Client/student service and support Communication Planning and organizing / work management Teamwork / collaboration University awareness Planning and organizing / work management; Problem solving; Written communication AGREED BY PRINT NAME SIGNATURE CONTACT NO. DATE Job Holder Line Manager HOD. 3 October 205 Page of