Administration / Data Capturer

Job Title

Administration / Data Capturer

Location 

X1 Gauteng

X1 Free State

X1 Limpopo

X1 Western Cape

X1 Eastern Cape

X1 Mpumalanga

X1 Durban

About the Role

Purpose:

The Administration Clerks provide support to ensure that all administrative tasks are handled efficiently and effectively and to coordinate different projects and Higher Health event logistics. This position reports to the Provincial Coordinator. 

Key Responsibilities:

Administrative Support

• Efficient office management, administrative and secretarial support, including management of workflow, typing, maintaining office operating procedures, filing, minute taking, and compiling correspondence for distributions.

• Work with the Provincial Coordinator’s office on coordination of and provision of programme tasks, as assigned.

• Schedule meetings arrange workshops, and seminars and make appropriate travel and accommodation arrangements.

• Distribute correspondence, invites and information to stakeholders.

• Receiving and courier of material

• Generating stationery orders and distribution of IEC material

• Maintaining inventory of the regional programme units’ IEC material

• Compiling documents for internal and external meetings

• Coordinate staff leave and staff work plans.

• Receive and compile monthly time sheets for the regional office and submit to Head Officer for approval. 

• Ensure enrolment forms, core package forms and services plans are completed accurately.

• Count and capture enrolments forms, core package forms and services plan on the MyHope web system and Excel sheets

• Ensure biomedical forms are completed accurately. 

• Count and capture biomedical forms on Excel sheets

• Count and capture Consent forms, Reach Registers and Risk Screening forms on the Reach Excel sheet

• Support the Provincial Monitoring and Evaluation Coordinator in the completion of the statistical reports to HIGHER HEALTH

• Count and capture entries relating to both the Global Fund Program and other HIGHER HEALTH Programmes as directed by the PMEC and or Regional Manager

• Ad hoc tasks related to data management

Operational Procurement

• Request quotes from service providers, process motivations for procurement and secure approvals with relevant line managers

• Arrange complex and detailed travel plans, and agendas and compile documents for travel-related meetings

Ad hoc duties

• Assist with any ad-hoc duties as required.

• Assist and support National Programme Coordinator in the Director of Programmes office as needed.

• Assist and support overall the Programmes Unit Operations as needed.

Qualifications

• Matric 

• Relevant qualification 

Experience

• At least 1 -2 years of administrative experience performing in a high-paced environment 

• Experience in organizing and providing administrative assistance in an office environment

• Experience in handling a wide range of enquiries in a professional manner

• Excellent record-keeping and filling system

• Experience in organizing and planning events such as meetings, webinars, conferences and workshops

• Advanced level of written and verbal communication skills

• Excellent minute-taking experience 

• Flexible working hours (especially when essential to meet deadlines)

• Strong computer literacy, with proficiency in:

• Microsoft Office Excel, Word and  and Outlook/e-mail along with strong internet-based skills including methods of online communication Teams, Zoom, Social Media PlatfPowerPointorms, etc.)

Behavioural Attributes

• Excellent communications skills to liaise with provincial staff.

• Excellent attention to detail

• Ability to work independently and collaboratively in a multi-disciplinary team, often under deadline pressure.

• Excellent interpersonal and organisational skills

• Must be proactive, self-motivated, energetic, flexible, adaptive, and innovative

Interested applicants are invited to apply for the position and should submit an application/motivation letter, and CV and attach relevant qualifications to Recruitment@higherhealth.ac.za ; indicate the name of the position “Administration / Data Capturer” and “Location” in the subject line. 

Closing date: 15 May 2023

Should you not receive response within 6 weeks of the closing date, please consider your application to be unsuccessful.