Matshidiso Campbellia Teffo

Key Duties

• Administrative Support: Collate and compile reports, leave management, and training coordination
• Secretarial Support: Provide comprehensive secretarial support to the executive council during bilateral sessions, including circulating approximately 30 attendance registers, generating minutes, and distributing them to attendees
• Ensuring proper seating arrangements and managing catering services
• Budget Administration: Assisted the manager with the administration of the Directorate's budget, ensuring accurate and timely financial management
• Phone and Calendar Management: Answer the manager's phone line, document accurate messages, handling calls with appropriate judgment, and proactively managing the calendar of multiple executives, resolving conflicts professionally
• Diary and Meeting Support: Providing diary management and meeting support to the manager, including arranging meetings and travel, taking minutes, and collating documents
• Finance support and Supply Chain Support: claims processing, procuring standard items, and petty cash management to support the manager
• Travel and Meeting Arrangements: Arrange and handle details related to travel arrangements, expense reports, meetings, and appointments
• Office Management: Rendered secretarial and office management services, including front office management, typing, manual and digital filing, creating Excel reports/graphs, and drawing up PowerPoint presentations
• Prepared and submitted travel and subsistence claims for the directorate
• Data Capture and Reporting: Generate weekly and monthly reports
• Update and maintain an accurate and reliable database of institutional records and contacts
• Meeting Coordination: Identifying and confirming meeting dates, booking and confirming venues, sending invitation letters to stakeholders, and set up events on the system
• Preparing agendas and supporting documents, confirming attendance, and distributing attendance registers and agendas

Key Duties

• Student Program Administration: Performed administrative duties related to student programs, including registering and admitting cultural and religious structures
• Communication Management: Responded to calls and emails, ensuring timely and effective communication
• Data Management: Captured departmental data and maintained accurate records
• Correspondence: Typed letters and other correspondence as required
• Logistics Coordination: Managed venue and transport bookings coordinated approximately 4 team building camps a year and made travel arrangements
• Procurement: Obtained quotations and completed procurement forms for purchasing standard office items
• Document Management: Kept and maintained the incoming and outgoing document register and managed an effective filing system
• Office Support: Provided administrative support services, including copying, scanning, printing documents, making photocopies, and sending/receiving facsimiles