Nicole Grosch (van Ster)

Office Administration:

Responsible for office administration and co-ordination:

a. Management of the switchboard and the distribution of emails

b. Perform general office duties and resolve facilities and maintenance issues

c. Vehicle maintenance and transport

d. HR Administration

e. Governance Administration

f. Administrative support to the operations and artistic team

g. Custodian of the Jazzart database

Programme Scheduling, Coordination and Communication:

a. Responsible for the completion of the trainee schedule and distribution to all parties

b. Custodian of the annual calendar and the updating thereof.

c. Coordinating of support activities, for example, transport, meal allowances etc.

Administration of student records:

a. Ensure that all registers and timesheets are completed accurately and submitted/filed timeously.

b. Contribute towards the implementation of the Code of Conduct and ensure adherence thereof.

c. Ensure that registers and leave forms are completed accurately and leave register completed.

d. Represent the HR department at disciplinary sessions and ensure procedures are followed.

e. Refer all concerns relating to the student’s wellbeing to the MD.

Administration of outreach partners, teachers and intern records

a. Ensure that all timesheets are completed accurately and submitted timeously.

b. Contribute towards the implementation of the Code of Conduct and ensure adherence thereof.

c. Ensure that registers, leave forms and reports are filed timeously for easy access.

d. Represent the HR department at disciplinary sessions and ensure procedures are followed.

Administrative Support for performances:

a. Support the production team with requirements for performances.

b. Book busses for performances and liaise with partners for transport to productions

Finance Administration:

a. Payment Processing:

i. Responsible for the preparation of monthly payments for approval

ii. Processing of payments on the banking system once approved

b. Petty cash management

i. Ensure that cash is available at all times for petty cash payments

ii. Control the use of the debit card.

iii. Issue My City cards and manage the use of them.

c. Accounts Receivable

i. Ensure that all invoices are received and paid.

d. Asset Management

i. In consultation with the Bookkeeper, maintain the accuracy of the Asset Register.

e. Financial Files

i. Prepare the financial files for submission to the bookkeeper.

f. Procurement:

i. Procure the necessary goods and services.

ii. Ensure that at least 2 quotes (< R10000) and 3 quotes (> R 10 001) is received and approved before purchasing.

g. Assist with budget preparation and tracking of donor funding.

h. Assist with the preparation for the annual financial audit

Relationship building, Marketing and advocacy:

a. Organize, attend and present Jazzart at business and community meetings regarding the Jazzart programmes, its impact and intended mitigations.

b. Represent the company and act as a positive advocate for Jazzart.

c. Build, develop and sustain positive working relationships with various organisations and individuals that can help to facilitate the realisation of the company’s vision and mission.

d. Develop partnerships and support other relevant creative organisations and people.

e. Manage relationship with all providers.

Sustainability – with respect to income generation

a. Contribute towards the development of marketing plans and the securing of funding for the organisation’s development activities and programmes.

b. Assist with cost-saving initiatives

Finance

a. Budget preparation and tracking of donor funding

b. Preparation and processing of approved monthly payments

c. Issuing of invoices and collection thereof

d. Petty cash management and control

e. Preparation of monthly and annual financial statements and

f. financial reports (Pastel Accounting)

g. Preparation and coordination of all audit activities

h. Asset Management

i. Managing payroll and payments to third parties

j. VAT Submissions

Office Administration:

a. Provide administrative support to the artistic and operations team.

b. Facilitate the resolution of maintenance, security and IT issues with providers

c. Maintain an effective filing system

a. Capturing of termination documentation on E-payroll

b. Capturing of change of banking details on E-payroll

c. Capturing of posting sheet corrections on E-payroll

d. Capturing of timesheets, overtime, leave on easy roster

e. Loading of new Response Officers on Easy Roster

f. Scheduling and changing of Response Officers shift rosters

g. Investigation and correction of pay queries

h. Weekly checking of actuals against time books

i. Ensuring payroll department deadline has been met monthly

Reason for leaving: Maternity cover, permanent position offered to oversee three current staff members. Salary on offer too low

• Control and reconciling of branch petty cash
• Control and receipting of stock and non-stock purchase orders.
• Management of three administrative staff members.
• Training of staff regarding business standard operating procedures.
• Monthly internal audits.
• Member of the BCM (Business Continuity Management).
• Monthly checking of general ledger allocations.
• Monthly reporting of income statement overspends to Management.
• Daily invoicing of all recyclable sales on Sage Evolution.
• Investigating and assisting creditors and debtors with invoice discrepancies or disputes.
• Loading of new traders, cost and sale prices etc. on business internal system (iLink).
• Investigate products being sold below cost price.
• Weekly checking and approval of all Labour broker invoices against timesheets.
• Weekly capturing of wage hours and confirmation of hours captured by payroll.
• Capturing of monthly stock counts.
• Communication of stock adjustments to the finance department.
• Investigation of stock discrepancies.
• Arrangement of services of company assets, license renewals, proxy changes etc.

Reason for leaving: Resignation

• Maintain, control and reconciling of Branch petty cash.
• Receive, check and weekly banking of all cash sales.
• Create Purchase orders for stock and nonstock, receipt all purchase orders for stock and non-stock.
• Check all stock and non-stock purchase orders against stock received.
• Prepare all cheque and transfer requisitions for finance.
• Prepare all capex documentation for the Branch Manager.
• Supplier credit applications to be coordinated on branch level.
• Check and analyses all general ledger allocations against budget. Prepare and complete monthly branch report feedback for Directors.
• Assist Branch Manager with budget preparation.
• Compile and issue all employee documentation for personnel files.
• Drafting of all administrative letters for employees i.e. confirmation of employment; acceptance of resignation; etc.
• Completion of income tax forms for employees.
• Completion of UI19 forms for employees.
• Exit interviews.
• License Renewals; Redirecting of fines; Change of proxy.
• Monthly stock take and capturing of stock counts on Accpac.
• Monthly salary data capture sent to payroll; confirmation of data processed by payroll and printing/ issuing of pay slips.

Reason for leaving: Resignation