Ø Provides communication systems by identifying needs; evaluating options; maintaining equipment; approving invoices.
Ø Purchases printed materials and forms by obtaining requirements; negotiating price, quality, and delivery; approving invoices.
Ø Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results.
Ø Provides historical reference by developing and utilizing filing and retrieval systems.
Ø Achieves financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs; analyzing variances.
Ø Contributes to team effort by accomplishing related results as needed.
Ø Maintains administrative staff by maintaining a safe and secure work environment; developing personal growth opportunities.
Ø Assist with preparation of the budget
Ø Implement financial policies and procedures, reconcile the general ledger and reconcile general bank statements
Ø Establish and maintain supplier accounts, and enter data entered into the system
Ø Accounting system
Ø Prepare income statements, balance sheets and maintain financial files and records
ØInstallation and configuration of computer hardware and operating system
ØMonitor and maintain systems and networks ( LAN )
ØTrouble shoot system and network problems
ØIdentifying resolve hardware / software fault
ØUsing a range of office software, including email, spreadsheets and databases;
ØManaging filing systems;
ØDepending on the organisation, duties of the role may extend to the management of social media;
ØDeveloping and implementing new administrative systems, such as record management;
ØRecording office expenditure and managing the budget;
ØOrganising the office layout and maintaining supplies of stationery and equipment;
ØMaintaining the condition of the office and arranging for necessary repairs;
ØOrganising and chairing meetings with your staff - in lower paid roles this may include typing the agenda and taking minutes, but senior managers usually have an administrative assistant to do this;
ØOverseeing the recruitment of new staff, sometimes including training and induction;
ØEnsuring adequate staff levels to cover for absences and peaks in workload, often by using temping agencies;
ØCarrying out staff appraisals, managing performance and disciplining staff;
ØDelegating work to staff and managing their workload and output;
ØPromoting staff development and training;
ØImplementing and promoting equality and diversity policy;
Ø Writing reports for senior management and delivering presentations;
ØResponding to customer enquiries and complaints;
ØReviewing and updating health and safety policies and ensuring they are observed;
ØArranging regular testing for electrical equipment and safety devices;
ØAttending conferences and training.
ØPatrol industrial and commercial premises to prevent and detect signs of intrusion and ensure security of doors, windows, and gates.
ØAnswer alarms and investigate disturbances.
ØMonitor and authorize entrance and departure of employees, visitors, and other persons to guard against theft and maintain security of premises.
ØWrite reports of daily activities and irregularities, such as equipment or property damage, theft, presence of unauthorized persons, or unusual occurrences.
ØCall police or fire departments in cases of emergency, such as fire or presence of unauthorized persons.
ØCirculate among visitors, patrons, and employees to preserve order and protect property.
ØEnter commands, using computer terminal, and activate controls on computer and peripheral equipment to integrate and operate equipment.
ØMonitor the system for equipment failure or errors in performance.
ØNotify supervisor or computer maintenance technicians of equipment malfunctions.
ØRespond to program error messages by finding and correcting problems or rectify the program.
ØRead job set-up instructions to determine equipment to be used, order of use, material such as disks and paper to be loaded, and control settings.
ØOperate spreadsheet programs and other types of software to load and manipulate data and to produce reports
ØRetrieve, separate and sort program output as needed, and send data to specified users.
ØLoad peripheral equipment with selected materials for operating runs, or oversee loading of peripheral equipment by peripheral equipment operators.
ØOversee the operation of computer hardware systems, including coordinating and scheduling the use of computer terminals and networks to ensure efficient use.
ØRecord information such as computer operating time, problems that occurred, and actions taken.
ØType command on keyboard to transfer encoded data from memory unit to magnetic tape and assist in labelling, classifying, cataloguing and maintaining tapes.
ØSupervise and train peripheral equipment operators and computer operator trainees.
Help programmers and systems analysts test and debug new programs