Mashadi Ramakgapola

Duties and responsibilities

• Schedule Audit preparation meetings with different directorates
• Schedule reviews for annual performance plans ( annual Financial report and annual performance information.
• Ensure that legislative and/or other important dates are documented on diary and that constant reminders are sent out to ensure compliance with due dates
• Prepare audit outcome reports for reviews that are in progress or completed

Arrange venues, parking and refreshments for meetings as required

• Perform administrative tasks related to Audit Committee claims and update as per Treasury rates
• Prepare minutes and agenda for audit committee meeting and other audit related meetings
• Ensure all audit documents and methodology are updated as per annually and as when required by AGSA
• Receive and register incoming audit documents from different Directorate as required
• Register the movement and file all documents that is entering or leaving the offices of the Chief Directorate or Directorate
• Track and follow up on documents and audit reports that were sent to Directorate that requires action or approval
• Stock control of office stationery
• Maintain an appropriate filing system (manual and computerised) for the Chief Directorate
• Ensure all files are readily accessible and retrievable at all times
• Maintain a pending system to diarise documents for future action
• Perform other administrative support functions
• Plan, prepare timeously relevant documentation for meetings
• Plan, prepare for and record proceedings of meetings
• Type correspondence, reports, minutes, presentations, spreadsheets and related material from recording or handwritten notes
• This involves working on Word, Excel and PowerPoint for all Audit Committee meetings and/or Internal Audit related meetings
• Prepare documents, including meeting agendas, and distribute information/documents as requested by the Chief Directorate or Directorate in hard copy or electronically e.g., prepare distribution packs for meetings
• Maintain a meeting action list, where relevant, and follow up on progress against actions
• Source information as requested by the Chief Directorate or Directorate
• Compilation of audit committee members’ claims with supporting documentation
• Assist in the planning and execution of internal audits as per internal audit plan, as per scope agreed with IA team (admin nature), e.g., notification letters, arranging signing of audit planning memorandums, or other areas as agreed
• Compilation and coordination of Internal Audit Action Plans / Tracker document
• Assist in follow ups with requests for information (RFIs) and status of submission of management report comments
• Assist with performance information report audits
• Assist in annual financial statement audit
• Compile the supporting document for RFIs
• Drafted agendas, recorded minutes and generated documents to facilitate meetings
• Produced letters and memoranda to inform stakeholders of business decisions
• Maintained status reports to keep stakeholders up-to-date on different project progression
• Designed employee work schedules to address complete operational needs
• Offered technical support and troubleshot issues to enhance office productivity.
• Maintained status reports to keep stakeholders up-to-date on project progression
• Composed inter-office correspondence and provided product and service information to the team.
• Booked airfare, hotel and ground transportation to coordinate office travel
• Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors
• Executed record filing system to improve document organization and management
• Recorded meeting minutes to provide historical account of actions, measure progress against strategic plan and drive accountability
• Received and sorted incoming mail and packages to record, dispatch or distribute to correct recipient
• Scheduled office meetings and client appointments for staff teams
• Drafted agendas, recorded minutes and generated documents to facilitate meetings.
• Maintained status reports to keep stakeholders up-to-date on project progression.
• Designed employee work schedules to address complete operational needs.
• Edited documents to improve accuracy of language, flow and readability.
• Managed incoming correspondence to enhance employee performance and reduce time spent on processing and responding.
• Monitored office calendars to plan meetings, activities and travel to maximize productivity.
• Generated reports and typed letters in Word and prepared PowerPoint presentations.
• Maintained company handbook to outline policies and provide insights to company mission and values.
• Created presentations to inform, motivate and persuade internal and external audiences.
• Scheduled conference rooms, prepared agendas and maintained calendars to prepare for meetings and events.
• Set up conference rooms, technology and materials to facilitate meetings.
• Scheduled office meetings and client appointments for staff teams.
• Scheduled office equipment repair and maintenance to extend equipment lifespan and prevent unplanned downtime.
• Received and sorted incoming mail and packages to record, dispatch or distribute to correct recipient.
• Recorded meeting minutes to provide historical account of actions, measure progress against strategic plan and drive accountability.
• Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
• Executed record filing system to improve document organization and management.
• Restocked supplies and submitted purchase orders to maintain stock levels.
• Updated spreadsheets and databases to track, analyze and report on performance and sales data.
• Consulted with leadership to identify processes requiring improvement to support growth and success.
• Composed inter-office correspondence and provided product and service information to customers.
• Booked airfare, hotel and ground transportation to coordinate office travel.
• Produced letters and memoranda to inform stakeholders of business decisions.
• Recorded and tracked operational expenses to identify and eliminate wasteful spending
• Composed inter-office correspondence and provided product and service information to customers
• Offered technical support and troubleshot issues to enhance office productivity
• Consulted with leadership to identify processes requiring improvement to support growth and success
• Updated spreadsheets and databases to track, analyze and report on performance and sales data
• Restocked supplies and submitted purchase orders to maintain stock levels
• Scheduled office equipment repair and maintenance to extend equipment lifespan and prevent unplanned downtime
• Set up conference rooms, technology and materials to facilitate meetings
• Interacted with vendors to purchase and set up equipment and services
• Scheduled conference rooms, prepared agendas and maintained calendars to prepare for meetings and events
• Generated reports and typed letters in Word and prepared PowerPoint presentations
• Monitored office calendars to plan meetings, activities and travel to maximize productivity
• Managed incoming correspondence to enhance employee performance and reduce time spent on processing and responding
• Edited documents to improve accuracy of language, flow and readability

• Assistant to the Chain HR Manager
• Collate information telephonically, physically and telephonically
• Take messages and manage and coordinate the Chain HR Manager diary
• Work on word, PowerPoint and excel on daily basis
• Check if the salaries on the letters of appointment are correct scale and minimum
• Process letter of appointment and Maintain and filing system
• Printing and binding of documents for meetings and workshops
• Coordinate meeting training and workshop for the HR team.
• Arrange travelling bookings; flights tickets, car rental and accommodation for the HR Chain Manager

Manage office and ensure smooth running of the Office.

• Check and highlight urgent email and action where necessary on his behalf
• Arrange courier for parcel collection to different Provincial HR offices
• Collate info on his behalf and send it to relevant Chain executives
• Assist in HR yearly projects
• Arranging laptops, access cards for new employees
• Delivered services to customer locations within specific timeframes
• Maintained energy and enthusiasm in fast-paced environment
• Proved successful working within tight deadlines and fast-paced atmosphere
• Worked flexible hours across night, weekend and holiday shifts
• Used Microsoft Word and other software tools to create documents and other communications
• Actively listened to customers, handled concerns quickly and escalated major issues to supervisor
• Devoted special emphasis to punctuality and worked to maintain outstanding attendance record
• Resolved conflicts and negotiated mutually beneficial agreements between parties
• Used coordination and planning skills to achieve results according to schedule
• Developed team communications and information for meetings
• Resolved problems, improved operations and provided exceptional service
• Used critical thinking to break down problems, evaluate solutions and make decisions
• Monitored company inventory to keep stock levels and databases updated
• Received and processed stock into inventory management system
• Demonstrated respect, friendliness and willingness to help wherever needed
• Actively listened to customers' requests, confirming full understanding before addressing concerns
• Identified issues, analysed information and provided solutions to problems

• Diary Management
• Keep accurate record of all incoming and outgoing documents e.g., submissions, memos, general correspondence- etc and return dates
• Ensure that the Head of Secretariat is supplied with relevant documentation for the external and internal meetings timeously (e.g. Agenda, Packs, directions or any related information)
• Receive visitors and organize refreshments where necessary and arrange visitors parking for meetings

Distribute minutes to the relevant officials

• Compile maintain and update contact details of relevant stakeholders
• Assist in coordinating and managing the HRDC events.
• Arrange Seminars, Community of Practice and Workshop for the HRDC Projects
• Assist with Financial Recons from the HRDC Fund Manager
• Completion of Travel & subsistence allowance and Cellphone Claims timeously
• Follow up on action list arising from meeting on behalf of Head of Secretariat
• Typing document, reports, minutes for the Head of Secretariat
• Accurate faxing, photocopying and distribution of documents
• Appropriate Electronic, Manual filing and tracking of documents
• Professional answering of telephone calls and take accurate messages
• Proof reading of documents sent to Head of Secretariat to ensure correct format and content before submitting for her approval
• Reading emails on behalf of Head of Secretariat action or forward to the relevant colleagues for auctioning
• Prepare appointment letters for the Council and Executive Committee members
• Prepare submission and Cabinet memorandum for the Minister and Parliament Cabinet’s approval
• Prepare Presentation for EXCO, HRD Provincial Forum and HRD Council meetings
• Assist with Parliamentary Questions in the HRDC Secretariat
• Proofread EXCO and HRD Council Minutes
• Check the meeting documents for EXCO and HRD Council Meetings
• Assist HRD Council members and Executive Committee members with telephonic or email queries on behalf of the Head of Secretariat where possible
• Supporting the HRDC Mathematics and Science Standing Committee Projects
• Assist in managing multiple standing Committees and responsible for all logistics planning related to travel and events
• Assist with protocol at the events that Ministers, and the Deputy President attends and the HRD Council Meetings
• Being responsible for all the VIP delegates on all the HRD council events and Summits.
• Communicated with internal departments, vendors and contractors to discuss schedules, project requirements and upcoming appointments
• Answered phone calls and addressed customer questions and concerns to promote satisfaction and continued business
• Sourced and ordered office equipment and supplies
• Attended meetings, took notes and tracked action items
• Provided general administrative support including scheduling meetings, making travel arrangements and managing documentation
• Responded to emails and other correspondence to facilitate communication and enhance business processes
• Organized and attended meetings and compiled related documents and reports
• Maintained and organized all shared drives, documents and spreadsheets in Google Workspace
• Maintained appropriate filing of personal and professional documentation
• Documented and distributed meeting notes to identify, analyse and improve workflows
• Collaborated in cloud environments such as H Drive and the In-house internet web.
• Coordinated international and domestic travel logistics including flight itineraries, hotel reservations and car services
• Utilized personal and professional networks to identify, acquire and manage new clients
• Arranged domestic and international travel plans and itineraries
• Used discretion when handling confidential information
• Served as point of contact between clients and managerial staff
• Oversaw personal and professional calendars and coordinated appointments for future events
• Experienced with productivity tools such as MS teams , Zoom, Google Docs and Sheets.
• Updated spreadsheets and created presentations to support executives and boost team productivity
• Provided multifaceted services to professionals by managing mail, scheduling appointments and other administrative tasks
• Documented and distributed meeting notes to identify, analyse and improve workflows

• Assistant to the Divisional Admin Manager
• Collate information telephonically, physically and telephonically
• Take messages and manage and coordinate the Divisional Admin Manager diary
• Work on word, PowerPoint and excel on daily basis
• Pull and analyse different reports weekly and monthly
• Maintain and filing system
• Do printing and binding for team
• Coordinate meeting training and workshop
• Arrange travelling plans for the team
• Book flights tickets, car rental and accommodation
• Manage office and call for the Divisional Admin Manager
• Screen email and action where necessary on behalf
• Arrange courier for parcel collection
• Collate info on behalf and send it to relevant Chain executives
• Involved in Admin Projects
• Arranging laptops, access cards for new starters
• Create tracker for different reports and compare increase and decrease.
• Developed team communications and information for meetings
• Created plans and communicated deadlines to complete projects on time
• Created spreadsheets using Microsoft Excel for daily, weekly and monthly reporting
• Developed and maintained courteous and effective working relationships
• Exceeded goals through effective task prioritization and great work ethic
• Participated in team-building activities to enhance working relationships

• Secretary to Divisional Operation Manager, Maintains reception area
• Welcomes visitors on arrival at regional office
• Handles switchboard, all incoming and outgoing calls for Divisional office
• Take messages and distribute to relevant people
• Assist customer with queries telephonically and in person on daily basis
• Attend to customer complaints
• Stationery orders
• Process invoices and manages accounts, making sure accounts get paid
• Handle and control Regional Petty cash
• Complete attendance register for both Regions
• Process overtime sheet on weekly basis
• Typing letters for regional team
• Work on word, PowerPoint and excel on daily basis
• Maintain and filing system
• Do printing and binding
• Coordinate meeting training and workshop
• Arrange travelling plans
• Book flights tickets, car rental and accommodation
• Manage office and call for Chain HR Manager
• Arrange courier for parcel collection
• Assist in HR yearly projects
• Arranging laptops, access cards for new starters

• Maintain the reception area
• Act as a PA to the Research
• PA to the Manager of the Veterinary Dept
• Handles incoming and outgoing calls
• Handle the computerized diary of the 3 Vets, Vet nurse, Department and Research Manager
• Takes the messages and distribute them to the relevant
• Send and receive fax for the veterinary and research department
• Liaise with clients and visitors telephonically and in person on daily basis
• Assist public with information on regular basis
• Welcome visitors on arrival at the hospital
• Filling
• Order and distribute office supplies to the staff members
• Data capturing and updating information on the computer
• Printing of daily and monthly reports and submits to the data bank (Research Dept.)
• Process orders and invoices of the department
• Take shorthand minutes for various meeting and distribute to relevant people
• Arrange Breakfast, lunches tours for the delegates
• Process leave and overtime forms
• Arrange refreshments for the managers trips
• Assist other department with the meeting when requested
• Assist other departments with coordinating workshops and executive meeting
• Relieve the switchboard officer during lunch

• Capture the medical information into the medical files and database
• Update changes on the information and adding new information of the data base
• Answer calls, take message and distribute to relevant
• Assist the nurse on medical examination twice a week
• Assist clients telephonically on regular basis
• Process confidential information the database

• Answering a Siemens switchboard with 10 incoming calls
• Take messages and deliver them to relevant people
• Communicated and liaised with international people on regular basis
• Confirmed appointment with clients
• Make back-to-back copies
• Handling the Photostat machine
• Responsible for the immaculate appearance of the office
• Responsible for functions held in the boardroom
• Assisting Managers in fulfilling her task
• Working on word and excel
• Running the canteen
• Updated spreadsheets and created presentations to support executives and boost team productivity
• Responded to emails and other correspondence to facilitate communication and enhance business processes
• Maintained daily report documents, memos and invoices
• Screened visitors and issued badges to maintain safety and security