The job profile and the job objectives contained herein is not exhaustive, and Employees may from time to time be requested to carry out additional duties or responsibilities, which fall reasonably within the ambit of the job profile, or in accordance with operational requirements.
Job Purpose
A filing administrator for an HR consultancy must be organized and possess a serious understanding of confidentiality and data protection. The ideal candidate will be skilled in computers and detail oriented.
Our company is looking for a filing administrator for an HR consultancy, whose main duties will include Filing. The administrator will perform file management and maintenance for our company’s filing system. Duties will include organizing paperwork according to an efficient filing system and ensuring all files are updated and accessible on the company’s electronic system. The administrator will also be responsible for the petrol cards system administration as well as being involved in other HR office responsibilities.
Key Responsibility Areas
Personnel File management
• Contribute in Developing an efficient filing system to make updating and retrieving files easier
• Create, update, and manage records with new files and information
• Sorting all papers alphabetically and according to content, dates, significance etc.
• Deal with all requests to access files and keep logs
• Organize converting the documentation into electronic format either by data entry or by optical scanning
• keep all paperwork in appropriate places applying security measures to important documents
• Regular file audit
Petrol Cards administration
• Ordering & cancelling of petrol cards
• Ordering and cancelling of etags
• Managing petrol card limits
• Assisting employees with petrol card queries
• Monthly and daily petrol cards limit reports (Excel skill required)
• Monthly petrol card audit
• Full petrol cards administration
Other
• General HR Administration
Job Requirements:
Position Requirements
• Good experience of working with filing systems
• Good practical experience with MS Office
Required Skills
• Strong organizational skills.
• Good excel skills
Experience
• Proven experience as file clerk.
• Knowledge of filing systems (Advantageous)
• Experience in the HR Field (Advantageous)
Qualifications/ Certificates
• Matric/ Grade 12
Other Qualifications
• Diploma in Human Resources will be advantageous
• Other related qualifications/certifications
Personal Qualities/ Attributes
• Excellent attention to detail while multitasking
• Ability to handle sensitive situations and maintain a high degree of confidentiality
• Computer literate, including Microsoft Office products (Excel knowledge)
• Extremely strong organizational skills
• Ability to build and develop relationships
• Ability to execute daily tasks with minimal supervision
• Ability to work with all levels of staff within and outside the company.
• Must have integrity and strong work ethics.
Demonstrated ability to exercise initiative, independent judgment and be a self-starter who works with integrity while also being a strong team player
• Ability to handle ALL company Data with confidentiality
• Ability to perform under pressure and meet deadlines.
• Must be well organised, reliable, and responsible.
• Good time management skills and ability to multitask.
• Ability to communicate effectively.
• Attention to detail and concern for excellence.
