Operations Administrative Assistant - University of the Witwatersrand

Key responsibilities include the following:

• Assist purchasing of stock by providing anticipated quantities and current stock levels and in line with the University’s related policies and procedures.
• Issue, monitor stocks of cleaning equipment and materials.
• Distribute chemicals, consumables and equipment, monthly, weekly and daily.
• Plan, organize, prioritize and manage the work of subordinates to ensure that work is carried out in accordance with the university performance standards, industry standards and agreed client satisfaction levels.
• Provide guidance, coach and correct the subordinates by means of corrective action, training and positive motivation. Demonstrate or specifically explain correct procedures or desired performance.
• Performance is identified, monitored and reviewed in accordance with the University’s performance management policy. Together with subordinates set clear performance expectations and objectives.
• Administer, maintain and monitor time keeping, staff attendance record keeping and shift/overtime scheduling for submission to Cleaning Operations officer.
• They will guide subordinates on Human Resource and Employee Relations (ER)related matters and advise on way forward or assist in resolving the matter with the correct processes and procedures.
• Clientele enquiries and queries are dealt with promptly and efficiently and detailed feedback updated on progress is provided timeously.
• Develop and maintain healthy relationships with the client and take appropriate action to meet client satisfaction levels.

• Plans and co – ordinate monthly and weekly spot checks on cleaned areas.
• Oversee the day to day personnel management of the cleaning service and consult with the cleaning Operations Officer / Cleaning Operations Manager on any formal procedures.
• Assist in Co-ordinating specialized cleaning and schedule cleaning. i.e. deep cleaning, stripping and sealing, spring cleaning, etc.
• Maintain and manage effective administration, reports and record keeping systems.
• Ensure proper handling and maintenance of cleaning equipment.
• Oversee the implementation of Health and Safety rules, regulations in accordance with University Policy and Procedures and relevant legislation as well as Emergency Fire evacuation procedures.
• Address and educate Subordinate in terms of personnel hygiene in conjunction with the Transformation office.
• Report incidents and hazardous conditions and or anything that endangers the safety and security of the University community.
• Ensure that housekeeping and stacking in the storerooms are done in accordance with legislation.
• Alcohol and substance Abuse tests as per University’s policies.
• Required to work shifts, overtime or on weekends.

• Plan and coordinate all specialized cleaning projects, adhoc cleaning services and events.

Requirements:

• Grade 12/ NQF4

• NQF level 5 certificate in Operations/ Hospitality (Service related industry)

Licenses:

• Valid driver’s license

Required years of related experience:

• 3- 5 years in cleaning Supervision and Administration

• 3-5 years’ experience in staff management including discipline, development and working schedules.

• 2 years’ knowledge in all major areas of building maintenance, cleaning of restrooms, office, kitchens, residents, etc.

Technical Competencies:

• Cleaning and hygiene

• Microsoft suite (Excel and word)

• Ability to manage and & multiple tasks simultaneously

Competencies (Knowledge, skills and behavior)

• Knowledge of Occupational Health, Safety & Environmental Act OHSE

• Customer service

• Communication skills

• Interpersonal skills

• Relationship skills

• Organizational skills

Compliance/Statutory Requirements (Knowledge, Understanding and or training):

OHS&E Act