• Updates working documents as per routine or as delegated by the FM.             
• Completes the daily attendance register.                                                                      
• Updates the attendance book ('red book') daily and communicates changes to HR via the appropriate platform.                                                         
• Prepares files for new employees, submits employee appointment documents to FM for completion and submits to HR- and Payroll- departments.   
• Contacts absent staff members to obtain reason for absenteeism, informs them of proof required (sick leave or family responsibility leave) and informs the relevant manager.                                                                                                   
• Obtains and files proof of leave from staff (sick leave or family responsibility leave). 
• Keeps the staff leave records updated.
• Assists the FM with leave reconciliation as required.   
• Issues monthly payslips to staff.
• Submits staff pay queries to HR and provide feedback to staff.
• Updates and distributes changes to weekend duty planner to relevant parties.
• Checks that daily inservice training is done and files necessary documentation.                                                                                                                                                     

Procurement Administration                                                                                                                                            

• Prepares, issues, completes (where relevant) and submit order forms to procurement (after management sign off).       
• Orders and issues stationery.                 
• Captures and submits creditor invoices and related documents to accounts.
• Assists accountant by printing and distributing debtor invoices, and follows up on outstanding payment.          
• Follows up on outstanding supplier payments with allocated accountant.      
• Assists manager with monthly charging.           
• Receives billing queries, investigates and provides feedback to debtors.          
• Assists with script administration and blister pack ordering from the pharmacy.
• Captures and updates meal tickets/bookings and shares it with procurement and the food & beverage department.                                                                                                                                                                                                                                                                                

• Prints, scans, uploads and correctly files (digital and hard copies) operational documents, records and reports.          
• Updates, displays and distributes menus (and diet lists).
• Updates condemning file as necessary.             
• Prepares necessary documents for new/potential residents (according to the new residents checklist).           
• Conducts monthly panic button tests.               
• Takes and compiles meeting minutes.                
• Monitors the admin email and reports, responds, and follows up as appropriate.
• Assists manager with routine and adhoc admin tasks, as delegated (e.g. compilation of the monthly report).                                                                                                                                                                                                                                                                     

• Interacts with all stakeholders (co-workers, managers, residents, resident families/visitors in a helpful, professional, respectful, friendly manner.
• Constructively participates in training & similar activities as required.               
• Acts as a responsible, reliable team member (e.g. willing to assist, responds constructively to corrections, reports deviations from standards)
• Executes instructions in a respectful, prompt, efficient, compliant manner.