EAPA-SA Is Hiring: Office Manager

KEY ACCOUNTABILITIES

Performance Analysis

• Manage existing member relationships to optimise member retention.
• Keep abreast of all developments in terms of EAP, and related fields, i.e. HIV/AIDS, trauma Management, Globalisation and market competition.
• Proactively support the designated Portfolios to manage existing projects.
• Create and maintain office processes to facilitate efficiency within the office.
• Build effective relationships with members, suppliers and other key stakeholders.
• Build appropriate internal relationships at all levels to enable the delivery of a seamless customer service.
• Provide a support point of contact for the member in the absence of the board members.
• Attend meetings and take minutes as required.
• Co-ordinate and support the membership intake, designation and SAQA processes.
• Ensure that employee presents to the members in a manner consistent with our mission, our position in the market place and our high standards of quality and professionalism.
• To provide personal assistant support (such as drafting and typing of memos and letters, telephone calls, and travel arrangements) as and when required and as agreed with designated board members.
• Support the conference process through liaison with relevant service providers, such as the events coordinator or the auditors, and regional chapter managers when necessary.
• Organise and implement meeting for board when required.
• Manage overflow of when absolutely necessary
• To carry out any other relevant work related duties as required by EAPA board as and when required

INTERPERSONAL COMPETENCIES

Communication

• Communicates clearly and openly with all levels of staff in the line (verbally and non-verbally).
• Knows how to question and probe for information – Asks the right questions at the right time in the right way.

KEY Indicators

• Profit: EAPA and individual portfolio budget is below or equal to budget while contributing towards the profit of the NPO. As this assists with the running of the organisation.
• Information: All board management and member information is compiled accurately and timeously.
• Quality: Internal board satisfaction levels regarding account management specified criteria – meet or exceed service expectations
• Quality: External member satisfaction levels regarding services specified criteria – meet or exceed service expectations

WHAT SUCCESS WILL LOOK LIKE

• Observable skills/competence proficiency at the internal client interface – no come-backs or complaints.
• Improved customer service (internal & external).
• Improved systems and structures in terms of administration component
• Development and growth of own skills via own initiative
• Development and growth of skills and knowledge via organisation and/or on the job training

PERSONAL COMPETENCIES

• Professional and quality orientated approach to work
• Pays attention to detail/methodical approach
• Customer focused.
• Confident
• Can develop and sustain mature working relationships.
• Open to change.
• Aware of impact of own actions on workload of others and the business (self responsibility)
• Assertive
• Ability to see the big picture
• Recognises own boundaries and limitations and take personal responsibility for managing these.
• Ability to function effectively under pressure

Ability to do multi tasking in terms of set standards