Office Manager

Requirements :

• Grade 12 with Degree/National Diploma (NQF6) in Office/Public Administration or relevant and equivalent qualification.
• Minimum of 5yrs experience of which 3 years is at managerial level (as a secretary/office/executive assistant). Must have knowledge of office management responsibilities, systems, and procedures.
• Project Management skills, data, and administrative management skills. Knowledge of clerical practices and procedures. Knowledge of human resources and financial management.
• Knowledge of public /business and management principles. Must have excellent written and verbal communication skills. Excellent time management skills and ability to multi-task and prioritize work. Attention to detail and problem-solving skills. Must have good work ethics and strong organizational and planning skills. Proficient in MS Office / or Computer skills.

Duties :

• Responsible for planning and managing CEO's office by ensuring that office operations and procedures are streamlined, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and clerical functions are properly assigned, performed, and monitored. Litigation management and coordination.
• Manage media, legislature, and parliamentary enquiries. Prepare quality file for CEO and manage Ideal Hospital assessments. Manage and facilitate high-level meetings such as parliamentary visits etc.
• Prepare a departmental demand plan. Manage deadlines. Manage and coordinate meetings. Assist the CEO in managing and monitoring executive members' leave. Ensure that the CEO complies with recruiting and training secretaries/ clerks/PAs and interns and assign responsibilities.
• Assess and monitor Clerks/secretaries/PAs and Interns' performance. Ensure the smooth and adequate flow of information within the hospital to facilitate other business operations and within management and staff (day-to-day running of offices). Manage schedules and appointments/deadlines of the CEO. Manage and supervise front-line services for the CEO.
• Design and implement filing systems for the CEO as well as executives and ensure maintenance thereof. Establish and monitor procedures for record-keeping. Prepare operational reports and schedules to ensure efficiency. Ensure security, integrity, and confidentiality of data. Make travel arrangements for the Chief Executive Officer. Manage CEO's projects and monitor performance. Manage both internal and external communication related to the Chief Executive Officer e.g. telephone, e-mail, fax, etc. Ensure office efficiency is maintained by carrying out planning and execution of office equipment, procurement, and layout.
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints. Organize/Oversee services of maintenance activities in the executive offices (e.g. events, tradesman, etc.) Ensure the smooth and adequate flow of information within management and staff (day-to-day running of offices).
• Ensure that administrators adhere to policies and regulations. Keep abreast with all organizational changes and business developments. Engage with external stakeholders.
• Liaise with executive members on a daily basis e.g. Corporate Services, Clinical/ Medical Managers, SCM, etc. Responsible for developing and implementing office policies/SOP etc. Perform other miscellaneous duties related to the Office of the CEO. The job requires that the incumbent exercise a high level of discretion and work without close supervision.

Closing Date : 09-10-2026