EUSTACIA FILLIS
Administrative Officer
Middelburg
Summary
I am a very hardworking individual who loves to interact with people. I always maintain a high level of commitment and integrity and I adapt to change very well. My personality makes me a great team player, with excellent conflict management, organizing and problem-solving skills. I am multi-skilled and results-driven and I use my creative nature to challenge any obstacle. I am an exceptionally fast learner and very resourceful. I am very passionate about people, education and development, especially of people in poverty-stricken communities and rural areas because I can relate to them as a person from a small town with a poor community. A results-driven candidate with successful track record of providing administrative support in busy office environments. Adept at handling multiple projects and prioritizing tasks. A hardworking and foc used Administrative professional offering excellent communication, planning and prioritization skills demonstrated through 25 years of performance. Skilled at drafting reports and business correspondence, managing mail and updating tracking spreadsheets. Exceptional leadership skills with expertise in streamlining workflow to optimize personnel strengths.
Overview
20
20
years of professional experience
Work History
ADMINISTRATIVE OFFICER
INXUBA YETHEMBA LOCAL MUNICIPALITY
Middelburg Unit
4 2018 - Current
- Manage and deal with all administrative correspondence in the office of the Unit Manager to ensure that all queries in the office of the Unit Manager are attended to
- Monthly, weekly and quarterly planning
- Follow up on all instructions given by the Unit Manager to obtain responses to ensure that all correspondence (internally and externally) are attended to.
- Scrutinize letters and memorandums in relation to adequacy
- Prepare reports and memorandums in the office of the Unit Manager, and coordinate and attend stakeholder meetings with the Unit Manager
- Follow-up on the implementation of resolutions and other related matters to ensure the effective functioning of the Unit Manager’s office and committees where I am the secretary.
- Perform any other function that may be assigned by the Municipal Manager.
- Requires Practical knowledge of legislation governing local government and other related legislation
- Understanding and experience in institutional governance systems and performance management e.g
- Reduced expenses by negotiating with vendors for cost-effective supply contracts and services.
- I have an understanding of Council operations, the system of delegation of powers, and good governance practices
- Trained in and have knowledge of Collecting and capturing data for the Back-2-Basics Report as well as the Local Government Management Improvement Model (LGMIM)
- Facilitate and assist with development of controls/ mitigation action plans, review and analyze effectiveness of existing controls in accordance with all relevant policies and legislation
- Monitors effectiveness of newly implemented controls in the Unit
- Assist with implementation of administrative controls
- Co-ordinates and facilitates various Human Resources functions
- Undertake topical economic research as relevant input to key documents and Council processes
- Streamlined office operations by effectively monitoring and addressing client correspondence and data communications.
- Coordinated and scheduled meetings and conference calls to optimize scheduling of meetings with internal as well as external stakeholders.
- Contribute to the writing of in-depth economic research projects and reports, and to the provision of comments on relevant policies and strategies
- Implements programs and projects assigned to ensure relevance to the needs of a given community.
- Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff.
- Communicated corporate objectives to various divisions to meet deadlines and adhere to institutional budgets.
- Provide support to unit staff in relation to travelling and reservation arrangements.
- Proofread and edited documents for accuracy and grammar.
- Executed record filing system to improve document organization and management.
- Directed automation of office procedures such as correspondence management, recordkeeping and online communications.
- Contributed to successful projects by providing essential administrative support and resource management.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Remained solutions-oriented in face of complex problems to assist management and overall business direction.
- Cultivated strong professional relationships with external Stakeholders.
- Created and maintained databases to track and record customer data.
- Volunteered to help with special projects of varying degrees of complexity.
- Managed sensitive data securely by establishing strict access controls and implementing proper storage protocols.
- Assisted development and implementation of new administrative procedures.
- Facilitated cross-functional collaboration by acting as a liaison between departments for task coordination and information sharing.
- Developed and implemented strategies to streamline office operations.
- Set priorities and problem-solved workflow issues to maintain rapport with he public, employees and managers.
- Drafted common document templates to reduce time spent creating documents from scratch.
- Planned and coordinated logistics and materials for board meetings, committee meetings, and staff events.
- Trained and supervised employees on office policies and procedures.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff.
- Maintained accurate records, ensuring timely processing of invoices, payments, and financial reports.
- Streamlined office processes by implementing efficient administrative systems and procedures.
- Used strong analytical and problem-solving skills to develop effective solutions for challenging situations.
- Proved successful working within tight deadlines and a fast-paced environment.
- Proved successful working within tight deadlines and a fast-paced environment.
- Managed time efficiently in order to complete all tasks within deadlines.
ACTING HOUSEKEEPING AND AUXILIARY OFFICER
INXUBA YETHEMBA LOCAL MUNICIPALITY
Middelburg Unit
08.2021 - 12.2021
- Compiling monthly and quarterly sectional reports to be submitted to Consultants and the Director Corporate Services before being presented at the Corporate Services Standing Committee meeting.
- Supervising and managing the Cleaners, General workers, Care takers and the Messenger driver of the Corporate Services Section in the Middelburg Unit.
- Ordering, allocating and controlling stock and cleaning material on a monthly basis for all four halls in the unit.
- Weekly, monthly and quarterly planning of trips to and from Cradock, overtime schedule and leave plans to be drafted for the section.
- To ensure that regular maintenance is done at all 4 halls as the need arises and that the buildings are secure, safe and accessible for staff as well as the public.
- Keeping record of all booking and to ensure that payments are made in advance for the use of the halls unless it is for Council business.
- To ensure the timeous payment of deposit refunds to the public.
- Safeguarding the spare keys to all the offices at the main building as well as the community halls.
ACTING LABOUR RELATIONS OFFICER
INXUBA YETHEMBA LOCAL MUNICIPALITY
08.2019 - 10.2019
- Compiling monthly and quarterly reports to be submitted to Consultants and the Director Corporate Services before being presented at the Standing Committee meeting
- Preparing files for Disciplinary hearings from drafting and delivering the intention to suspend letter up to the hearings
- Disciplinary procedures as guided by the Main Collective Agreement
- Organising and confirming the Logistics and preparation for disciplinary hearings, including the accommodation and meals of the Presiding Officer recorders, witnesses, etc.
ACTING HUMAN RESOURCES PRACTITIONER
INXUBA YETHEMBA LOCAL MUNICIPALITY
02.2019 - 07.2019
- Provided administrative support to the Job Evaluation Committee
- Liaise with CHDM (District Job Evaluation Committee) regarding feedback on Job Descriptions submitted
- To ensure that the quality of the job descriptions received from the different departments are of acceptable standard, Ensuring accurate capturing of attendance registers and leave records and ensure that it is compliant with the relevant administrative procedures in compliance with audit requirements in conjunction with Labour Relations
- Develop and update job Descriptions periodically
- To ensure that there is a job description for each post on the Organogram
- Supporting the Director Corporate Services in implementing all HR related activities
- Properly advise employees on their benefits
- Administration of employee benefits
- Compile reports periodically for Council Committees
- Take Minutes in shortlisting, interviews and disciplinary hearings and submit it to the office of the Municipal Manager
- Provide required information during audit processes
- Assist the Director Corporate Services in implementing all HR related policies and procedures
- Drafting and placement of adverts for vacancies.
MANAGER – VODACOM
ADSACTIVE / MIDDELBURG EC
02.2009 - 03.2018
- Organiser of the annual PDK charity golf day
- Sales, Team and Stock management
- Change Management
- Marketing and Promotions
- Customer service Management
- Manage the Retail operation of the 4 PDK branches Vodacom Sections
- All Vodacom Staff Training and Monitoring, including store managers
- Credit Reconciliation and Payments
- Creating and Revoking staff access to Vodacom’s System
- Liaise with Vodacom at National, Provincial and Regional levels on various matters
- Credit Vetting appeals and any other interventions.
Education
B.A. in Government Administration and Development - Public Administration, Development Studies & Polit
University of South Africa
04.2023
Certificate in Management Practice - Management Science
Rhodes University
Makhanda (Grahamstown)09.2001
Three Day Workshop - Basic Conditions of Employment Labour Relations Act
SALGA - Local Labour Forum Training
Aliwal North, South Africa11.2022
Skills
Accounting familiarity
Contract agreement preparation
Compensation and benefits
Invoice Processing
Procedure Development
Data Acquisition
Account Reconciliation
Records Management
Document Control
Event Coordination
Personnel Management
Relationship Building
Scheduling appointments
Spreadsheet Management
Database Management
Scheduling and calendar management
Office Management
Meeting planning
Letter preparation
Filing
Research
Minute Taking
Report Writing
Presentation Preparation
Office Administration
Professional Communication
Prioritization
Project Planning
Strong Problem Solver
Dedicated Team Player
Deadline-oriented
Documentation and Recordkeeping
Microsoft Word
Microsoft Outlook
New Business Development
Resourceful
Computer Skills
Meticulous attention to detail
Administrative Support
Telephone Numbers
- 072 098 0402
- 060 785 8317
- 049 802 1305
Personal Information
Driving License: B
Languages
English
Afrikaans
Xhosa
References
- Inxuba Yethemba Local Municipality, Mr Thamsanqa Matoto (Unit Manager), 073 651 7544 / thamsanqa@iym.gov.za
- Adsactive (PDK), Mr Eugene Stanford (owner), 082 446 6910 / eugenes@pdk.co.za
- Karoo Office Equipment centre (PDK), Mr Pieter Kahts (owner), 082 431 1753 / hendrina@pdk.co.za / pieter@pdk.co.za
Disclaimer
I solemnly declare that the information provided is correct and accurate in every aspect.
Timeline
ACTING HOUSEKEEPING AND AUXILIARY OFFICER
INXUBA YETHEMBA LOCAL MUNICIPALITY
08.2021 - 12.2021
ACTING LABOUR RELATIONS OFFICER
INXUBA YETHEMBA LOCAL MUNICIPALITY
08.2019 - 10.2019
ACTING HUMAN RESOURCES PRACTITIONER
INXUBA YETHEMBA LOCAL MUNICIPALITY
02.2019 - 07.2019
MANAGER – VODACOM
ADSACTIVE / MIDDELBURG EC
02.2009 - 03.2018
ADMINISTRATIVE OFFICER
INXUBA YETHEMBA LOCAL MUNICIPALITY
4 2018 - Current
B.A. in Government Administration and Development - Public Administration, Development Studies & Polit
University of South Africa
Certificate in Management Practice - Management Science
Rhodes University
Three Day Workshop - Basic Conditions of Employment Labour Relations Act
SALGA - Local Labour Forum Training