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Provincial Administration Clerk


Provincial Administration Clerk

  • Full Time
  • Cape Town
  • Posted 4 months ago
  • Applications have closed


Purpose of the Role

  • To provide support to the Provincial Operations Coordinator/Team Leader ensuring the smooth running of administration processes of the provincial operations function.
  • To proactively ensure all administration requirements of the provincial office are up to-date and coordinate in anticipatory manner to ensure that both internal and external stakeholder needs are fully met.


Key Responsibilities

Operational Support

  • Ensure learner and provider documents are filed in accordance with QMS requirements and are accessible nationally.
  • Minute team meetings, ensuring that updates are provided as and when required.
  • Payment File records of provincial projects timely, accurately captured, reported, filed and updated on the provincial schedule as guided by the provincial coordinator/team leader.
  • Administer the learnership information system in terms of the Skills Development Act by updating information in the system according to EWSETA policy and procedures at all times.
  • Ensure the integrity of the learnership system is maintained by capturing accurate information on the MIS regularly.
  • Administer learnership and apprenticeship documents and records according to EWSETA requirements.

Administrative Assistance

  • Assist the Provincial Coordinator with all administrative functions.
  • Arrange stock, including ordering and distributing items as required for the provincial operations processes.
  • Process all invoices and statements, including preparing purchase orders and dealing with internal finance and supply chain teams as well as supplier accounts departments.
  • Operating the provincial office front desk and ensure that the necessary marketing material is available to prospective learners and employers.

Information Management and Record Keeping

  • Maintain various statistical records for the SETA and maintain files.
  • Reference source documentation, reports and/or instructions using alphanumeric sequential codes and update files inserting current and relevant information and seek approval on the destruction of old or outdated correspondence/documentation.
  • Retrieve supporting documentation and records on request to facilitate and support query resolution or discussions.

Office Administration and Support

  • Submit payments for processing and follow up on delayed payments.
  • Responsible for administration to format documents/confidential and routine reports.
  • Attend to telephonic calls and visitors to the provincial office, establish the nature of visits and attend to specific routine matters and/or record details of enquiries and/or messages in the absence of the Co-Ordinator/Team Leaders or Career Centre and Work Placement Administrator and forward for attention upon availability.
  • Administer the receipt and distribution of transmitted/received facsimiles and/or attend to the photocopying of correspondence/documents.
  • Maintain stocks of standard forms and stationery and complete requisition orders to facilitate the replenishment of items prior to depletion.
  • Prepare notification, agendas and minutes for specific meetings and attend to the distribution and/or arrange for the collection of documentation prior to scheduled meetings.

Effective Teamwork and Self-Management

  • Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self-development.
  • Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
  • Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
  • Manage colleagues’ expectations in line with work requirements and communicate appropriately.
  • Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.


  • Verbal and written communication
  • Computer literacy
  • Numeracy
  • Record keeping and data management


  • Cooperation
  • Attention to detail
  • Deadline driven
  • Organised

Qualifications & Experience

  • Grade 12 or equivalent qualification
  • 1 year’s front office experience