Wits Health Consortium invites interested and suitably qualified candidates to apply for the position of Administrator to be based at Chris Hani Baragwanath Academic Hospital, Soweto.
Position: Administrator
Type: Permanent ☒ Fixed Term ☐ Temporary ☐
Main purpose of the job: Responsible for Administrative and Data Capturing tasks.
Location: PHRU – Chris Hani Baragwanath Academic Hospital, Soweto
Closing date: 23 July 2024
Submit detailed CV to: [email protected]
Reference number: CN 043 – Administrator
Key performance areas.
General Office Administration.
The ability to multitask at various levels of work in a deadline-oriented environment.
Create Study Logbook and/or registers as per project needs.
Maintain and auditable filing system.
Facilitate Driver Logistic and/or registers as per project needs and ensuring cost efficiency and driver capacity is maximised.
Maintain and auditable filing system.
Timeously collate the projects time sheets each month and submit to grants department by due date.
Ensure that petty cash reimbursement form is completed, and the required signatures are obtained.
Photocopying and filing of documentation as required.
Organise staff meetings, take and distribute minutes.
Arrange facilities and refreshment for meetings.
Capture manual Data in a timely manner on the Red Cap or other electronic database, in line with study protocol as dictated by the standard operating procedures.
Stock ordering and maintenance of stock inventory.
Enter queries and resolutions on the system timeously after discussing with Project Head as and when required.
Ensure adequate storage of records in line with protocol requirement.
Review case report forms prior to capturing on the designed system.
Perform monthly site monitoring and evaluation ensuring data credibility and accuracy for all transactions.
Compile weekly/ monthly statistics received from sites each ensuring timeous collation and distribution within given time frames.
Ensure that petty cash reimbursement form is completed, and the required signatures are obtained as and when required.
Collect petty cash during the stipulated time frame from finance.
Collect project specific petty cash, as and when required and distributed ensuring this is documented on a control process to confirm movement of cash.
Reconcile off-site petty cash, as and when required, ensuring that receipts, spread sheets and money remaining balances.
Monitor expenditure against budget continually ensuring optimal burn rate is adhered to obtain invoices and resolving queries with external suppliers.
Preparation and tracking of purchase orders on the P2P system.
Compliance checks with payments.
Ensure that any unused petty cash is returned to the finance department in line with petty cash SOP.
Generate Purchase Orders in line with budgets and line items.
Preparation and processing of invoices for payment for all purchases.
Address audit queries.
Ensure that stationery order for the department is placed bi-weekly utilising the procurement system and
ensure timeous distribution to the various projects upon delivery.
Facilitate the procurement process within the projects in line with the respective policies.
Ensure that Corrective action is issued in line with the code of conduct and in consultation with the HR department.
Required minimum education and training
Matric.
Certificate/Diploma in Office Management.
Required minimum work experience
At least 2 years’ experience in administrative work.
Desirable additional education, work experience and personal abilities
GCP certification.
Computer literacy.
Ability to conduct study processes and work under pressure.
Diversity management skills, customer service driven and attention to detail.
This position also entails working as part of a multi-disciplinary team.
Take ownership and accountability for tasks and activities and demonstrates effective self-management.
How to apply
Should you be interested in applying for this vacancy, please send an email to [email protected].
The subject heading of the email must read CN 043 – Administrator and the job title of position applying for.
Please include the following documentation:
- A cover letter (maximum one page) that clearly states which vacancy you are applying for
- A detailed CV