Puseletso Lauretta Elsie Tlhoaela
Senior Administrative Officer
Boksburg
Work Preference
Summary
Knowledgeable Senior Administrative Officer with solid background in administrative operations. Spearheaded process improvements and optimized office systems, ensuring smooth workflow and efficiency. Demonstrated expertise in time management and organizational skills.
Overview
11
11
years of professional experience
2
2
Languages
Work History
Senior Administrative Officer
07.2024 - Current
- Providing a comprehensive administrative service, ensuring timely and efficient service delivery.
- Organizing workshops, meetings and training session for 9 depots in the division.
- Compiling applicable monthly reports (Fleet report, Human Resources and Operational management report).
- Monitoring and Consolidating information required for Service Delivery and Budget Implementation Plan (SDBIP) reporting.
- Administering and supervising electronic information systems.
- Standardization of systems and Standard Operating Procedures (SOPs) across the 9 depots within the department.
- Taking accountability for delivery of contracted work output within agreed parameters of SOPs, quality standards and service targets.
- Compiling pre-approval motivational memorandums for overtime and acting positions as and when required.
- Responding to audit requests, queries and council questions for the department.
- Facilitation of petitions by the public
- Championing green drop audit submissions for the water and sanitation department.
- Generation of reports on Integrated management System (IMS) to monitor performance of depots.
- Monitoring the division’s performance against the set Key Performance Indicators (KPIs).
- Escalating unresolved delivery and quality issues to operational management and process owners.
- Implements and maintains Customer Service Orientation by adhering to all Batho Pele principles.
- Coordination of the Human Resources functions and activities e.g Training, Employee wellbeing, Labour relations and benefits.
- Assisting the department to compile Work Skills development Plan (WSP).
- Fostering and maintaining a seamless relationship between depots and Human resource stakeholders.
- Ensuring that the division complies with policies that govern Human Resources e.g. Employment Equity Act, Basic Condition of Employment Act and Internal HR policies and guidelines such as acting policy.
- Fostering effective communication from stakeholders/supporting departments to all 9 depots.
- Aiding the recruitment process by preparing RTFs, secure panel members, book venues for interviews, facilitating the approval of recruitment recommendation.
- Playing an advisory function to the depots on matters related to grievances and disciplinary procedures.
- Creating a conducive environment to adapt to policy changes and facilitating the implementation there of.
- Assist depots in the development Personal development Plans of employees across all 9 Water and Sanitation depots.
- Conducting verification process for all employees within the division on a monthly basis and monitoring staff complement of the division.
- Organising HR policy workshops and substance abuse workshops for employees to promote information sharing in the division and department.
- Maintaining the divisional asset register
- Facilitating asset write offs
- Conduct a needs analysis for furniture and liaise with Real Estate department on the procurement of furniture for the division
- Manage the procurement process of Tools of trade i.e. Stationery, gadgets, laptops and computers
- Financial tracking and management of the divisional resources
- Responsible for ordering Tools of trade for the office and stationery.
- Compiling a monthly overtime report for the finance office as a monitoring tool.
- Compiling expenditure reports (OPEX budget) on a monthly and quarterly basis
- Management and coordination of 9 administrative teams across all Water and Sanitation depots.
- Duration: 01 July 2024 (to date – Current position)
- Experience: 1 year and 9 months
Administrative Officer
05.2023 - 06.2024
- Providing a comprehensive administrative service, ensuring timeous and accurate service delivery.
- Ensuring all administrative tasks are performed to the highest level of quality standards as agreed to with management.
- Compiling applicable monthly reports
- Administering and supervise electronic Information Management System (IMS).
- Constantly aligning own work method in response to changes in policies, processes, SOPs and delivery systems in line with contracted targets.
- Effectively utilising resources allocated to the job in order to perform contracted work outputs and report on and escalate any shortfalls.
- Ensuring quality of own work, minimise mistakes and continuously improve on quality and standards.
- Identifying and resolving queries and problems timeously, apply discretion in line with guidelines provided and escalate unresolved problems.
- Planning and organise own work tasks and routine within area of work.
- Taking accountability for delivery of contracted work output within agreed parameters of SOPs, quality standards and service targets.
- To ensure an effective administration and workflow within the Division and to meet the Departments objectives of service delivery.
- Implements and maintains Customer Service Orientation by adhering to all Batho Pele principles.
- Ensuring that completed work adhere to governance and legislative requirements.
- Complying with the Occupational & Safety Act, Nr. 85, of 1993, and all related regulations.
- Complying with all relevant legislation, by-laws, regulations, policies and procedures.
- Adhering to specified standards, policies and SOPs to prevent and reduce wastage on financial resources and escalate associated risk.
- In order to ensure discerning spending throughout the Division.
- Fleet Management through inspections of vehicles, monitoring of vehicle logbooks and ensuring regular maintenance of vehicles in the depot.
- Overseeing the implementation of Human Resource plan e.g Recruitment and selection strategies, plans, skills development plans and Workplace skills plans.
- Assist with leave applications, timesheet management and overtime management and reporting.
- Advising on labour relations processes and employee wellbeing processes.
- Duration: 01 May 2023 – 30 June 2024
- Experience: 1 Year and 2 months
Acting Manager: Administration
10.2020 - 04.2023
- Ensure that all clerical and administration requirements and duties are carried out accurately and timeous.
- Apply effective data recording and administrative duties, as per set standards, policies and procedures.
- Assist operations staff by performing general administrative duties and coordinating internal operations in the department.
- Manage and provide effective office administration services, including internal records and information services.
- Anticipate problems and resolve them timely in order to ensure that work output is achieved within agreed deadlines and standards.
- Generate reports on a monthly and quarterly basis to Oversight committee, council questions and Service Delivery Budget Implementation Plan (SDBIP).
- Contributing to the monthly and annual budget and financial reports
- Ensuring compliance with Supply Chain Management Policies
- Assist the department in ensuring proper financial reporting in line with all policies and procedures.
- Assist in the re-allocation of expenditure on certain vote numbers.
- Managing divisional vehicles and monitoring logbooks for the divisional fleet.
- Stationery procurement and management of the stationery vote number (budget).
- Overseeing the management of Human Resource Management Development risks.
- Overseeing the management of labour relations in line with legislation.
- Success facilitation of all Grievances referred to the HOD’s office.
- Overseeing the implementation of Human Resource plan e.g Recruitment and selection strategies, plans, skills development plans and Workplace skills plans.
- Facilitation of acting allowance payments in the department to minimize backlog.
- Compiling a departmental recruitment plan.
- Duration: 01 October 2020 – 30 April 2023
- Experience: 2 years and 7 Months
Administrative Assistant
City of Ekurhuleni Municipality
08.2019 - 04.2023
- Assist and support the department by executing routine administrative support and clerical duties.
- Assist in the Day-to-Day Administration of the division through the following:
- Ensuring sufficient levels of stationery and equal distribution of stationery to all employees within the division.
- Applying and utilise systems in a manner that ensures accurate and timeous record keeping.
- Ensure personal planning, scheduling and coordination is in compliance with the set processes.
- Ensure compliance and proper implementation of the record management system.
- Ensure proper record keeping of all submissions submitted to the division and forwarded to the HOD.
- Alert management of all administrative related matters and provide inputs to management based on administrative challenges.
- Assist in capturing information on the asset management system.
- Compiling accurate asset management reports.
- Manage the secretarial function to ensure that regular divisional meetings are held.
- Taking and distributing of Meeting minutes for all Divisional operational meetings.
- Ensure the quality of work produced and submitted.
- Integrate and share product, process and system knowledge attained through formal or informal learning opportunities in the execution of the given role
- To minimise delays in the submission of document.
- Deliver work on time and according to required standards.
- Providing administrative support to the Customer and Stakeholder Management section to ensure that Stakeholder relations with our top 100 clients and Entities such as ERWAT is well maintained.
- Administrative support is also rendered when the department has public education and awareness water campaigns.
- Provide administrative support to the Risk Management, Governance and compliance section.
- Supervision of divisional interns and driver
- Leads the effective and efficient management and development of human resource process within the department by:
- Determining human resource needs
- Compiling Human resource recruitment plan which will be used as a reference document to satisfy the Human Resource needs.
- Facilitate the submission of Request to fill vacancy forms to Human Resource department
- Prepare and deliver monthly and quarterly Human Resource movement report.
- Duration: 01 August 2019 – 30 April 2023
- Experience: 3 years and 9 months
Administrative Agent Assistant
Seeff
06.2017 - 07.2019
- Oversee all aspects of seller’s transactions from initial contact to executed purchase agreement.
- Prepare all listing materials: pre-listing presentation, Listing Agreement, sellers ‘disclosures comparative market analysis, pull online property profile, research old multiple listing service(MLS) listings and etc.
- Consult & coordinate with sellers all property photos, staging, repairs, cleaning, signage, lockbox, access requirements & marketing activities.
- Obtain all necessary signatures on listing agreement, disclosures and other necessary documentation.
- Coordinate showings/viewings & obtain feedback.
- Provide proactive weekly feedback to sellers regarding all showings/viewings and marketing activities.
- Coordinate all public open houses and broker open houses.
- Input all listing information into Propctrl and marketing websites and update as needed.
- Submit all necessary documentation to office broker for file compliance.
- Input all necessary information into client database and transaction management systems.
- Oversee all aspects of buyer & seller transactions from executed purchase agreement to closing.
- Coordinate mortgage loan and appraisal processes.
- Coordinate inspections; assist in negotiations regarding repairs, and coordinate completion of repairs.
- Regularly update & maintain communication with clients, agents, title officer, lender etc.
- Submit all necessary documentation to office broker for file compliance.
- Coordinate moving/possession schedules.
- Schedule, coordinate & attend closing process.
- Input all client information into client database system.
- Schedule 30 Day, 90 Day & 120 Day client customer service follow up calls to assist with any home improvement provider recommendations and to ask for referrals.
- Oversee all aspects of the administration of the agents business and office.
- Create & manage all systems for sellers, buyers, client database management, lead generation tracking, lead follow-up & all office administration.
- Maintain all agent financial systems, profit &loss statement, bill payment, budget(s), bank accounts, and business credit card(s).
- Coordinate the purchasing of any office equipment, marketing materials and any other business related supplies and materials.
- Create & update a business operations manual and all job descriptions /employment contracts for any future hires.
- Manage the recruiting, hiring, training and on-going leadership of all future administrative hires.
- Hold agent(s) accountable for conducting all agreed upon lead generation activities.
- Ensure that all agent activities are limited to listing property, showing property, negotiating contracts & lead generation.
- Duration: 01 June 2017 – 31 July 2019
- Experience: 2 years and 1 Month.
Intern
National Department of Human Settlement
07.2015 - 06.2016
- Develop the Departmental quarterly and annual template.
- Analysing Departmental Performance report.
- Compile chief Directorate quarterly and annual Report.
- Assist in filing of Departmental evidence files and performance report (Manage filing system).
- Co-ordinate input of the Directorate’s quarterly report.
- Assist in compilation of quarterly and annual performance report.
- Follow ups with branches on evidence and performance reports (Exception letters, outstanding targets).
- Ensuring the submission of signed hard copies evidence files and performance reports.
- Provide administrative and logistical support to the Directorate for the smooth running of the office.
- Book venues; arrange catering, stationery and other items for the successful co-ordination of the meetings.
- Duration: 1 July 2015 - 30 June 2016
- Experience: 1 year
Education
Master of Public Administration
MANCOSA
02-2023
Bachelor of Administration Honours in Public Administration and Management
University of Pretoria
11-2015
Bachelor of Administration in Public Management
University of Pretoria
11-2014
Grade 12 - undefined
Hoerskool Warmbad
01-2011
Skills
Strong verbal and written communication
Critical thinking abilities
Strategic leadership abilities
Analytical problem solving
Organizational planning
Project coordination
Data retention management
Effective time management
Document formatting
Accomplishments
- Member of the Golden Key International Honour Society
- Short Course on Breaking Barriers to entry into the Public Service.
- Completion of internship at the Department of Human Settlements.
- Administrator of the Year Award at Seeff (2018).
Additional Information
1. Mr Gregory Molokwane
City of Ekurhuleni Municipality
Department of Water and Sanitation
Divisional Head: Operations Division
Contact Details
Mobile: 073 324 6208
Tel: 011 999 4778
Email: Gregory.Molokwane@ekurhuleni.gov.za
2. Mr Cedric Khoane
City of Ekurhuleni Municipality
Department of Water and Sanitation
Chief Engineer: Operations Division
Contact Details
Mobile: 082 680 3780
Tel: 011 999 5346
Email: Cedric.Khoane@ekurhuleni.gov.za
3. Mrs Jacoline Madiba
City of Ekurhuleni Municipality
Department of Water and Sanitation
Former Senior Executive Manager: Support Services
Contact Details
Mobile: 072 068 2714/071 604 2810
4. Mr Kagisho Motsikoe
Department of Human Settlements
Deputy Director (Mentor)
Contact Details
Mobile: 073 007 3543
Tel: 012 421 1798
Email: kagisho.motsikoe@dhs.gov.za
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Languages
English
Bilingual or Proficient (C2)
Afrikaans
Upper intermediate (B2)
Software
Microsoft Word
Microsoft Excel
Microsoft Powerpoint
Microsoft Teams
Timeline
Senior Administrative Officer
07.2024 - Current
Administrative Officer
05.2023 - 06.2024
Acting Manager: Administration
10.2020 - 04.2023
Administrative Assistant
City of Ekurhuleni Municipality
08.2019 - 04.2023
Administrative Agent Assistant
Seeff
06.2017 - 07.2019
Intern
National Department of Human Settlement
07.2015 - 06.2016
Bachelor of Administration Honours in Public Administration and Management
University of Pretoria
Bachelor of Administration in Public Management
University of Pretoria
Grade 12 - undefined
Hoerskool Warmbad
Master of Public Administration
MANCOSA