Administrative Assistant
Reference Number: RAN251111-1
Portfolio: Bulk Water Services – Operations
Employment Type: Permanent
Location: Zuikerbosch, Three Rivers East, Vereeniging, Gauteng
Closing Date: 08 December 2025
Job Purpose
The Administrative Assistant – J Hay Band is responsible for providing comprehensive administrative and secretarial support to the Operations Department within Bulk Water Services. The purpose of this role is to ensure the efficient functioning of daily office operations through accurate documentation, effective communication, reliable record-keeping, and consistent coordination of operational administrative processes. This role plays a critical part in supporting plant operations, management activities, and service delivery objectives at the Zuikerbosch site.
Key Responsibilities and Duties
The successful candidate will be responsible for the full spectrum of administrative support functions within the Operations Department, including but not limited to the following:
Administrative and Secretarial Support
- Prepare, type, format and distribute official correspondence, operational instructions, motivations, and standard operating procedures.
- Compile, type and submit monthly lime reports, plant status reports, and other departmental reports as required.
- Take accurate minutes during meetings, prepare formal minutes, and distribute to relevant stakeholders in a timely manner.
- Manage and update management diaries daily, including scheduling meetings, appointments and operational activities.
Records, Timesheets and Attendance Control
- Control, verify and submit employee timesheets, leave applications and attendance registers in accordance with Rand Water policies and labour requirements.
- Maintain confidential filing systems (electronic and manual) for personnel and operational records.
- Track deadlines and ensure documents are submitted timeously to relevant departments.
Procurement and SAP Administration
- Create local purchase orders and reservations on SAP.
- Obtain the necessary authorisations and signatures for procurement transactions.
- Track order placement and follow up on outstanding deliveries.
- Ensure compliance with internal procurement and financial control procedures.
Finance and Invoice Processing
- Receive, check, verify and submit all invoices to the Finance Department for payment processing.
- Ensure that all supporting documentation is accurate, complete, and correctly authorised.
- Control and manage petty cash, including reconciliation and reporting in line with financial policies.
Operational Support and Lime Delivery Administration
- Receive, verify and accurately capture all lime deliveries onto the relevant systems.
- Maintain delivery registers and ensure that supporting documentation is properly filed.
- Liaise with operational staff regarding delivery schedules and discrepancies.
Communication and Liaison
- Receive, send, distribute and manage emails and departmental correspondence.
- Liaise with customers, suppliers, internal stakeholders and service providers in a professional manner.
- Provide administrative assistance to the TOO (Technical Operations Officer) and other management staff as required.
- Maintain effective communication between Operations, Finance, Procurement, and external stakeholders.
Minimum Requirements and Qualifications
- Grade 12 (National Senior Certificate)
- NQF Level 4 Certificate in Office Administration
- A minimum of three (3) years’ secretarial or administrative experience
- Valid driver’s license with the ability to pass the Rand Water K53 test
- Proven computer literacy
Knowledge Requirements
- Strong working knowledge of the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Basic understanding of SAP or similar enterprise resource planning systems
- Knowledge of administrative, financial and procurement procedures
- Understanding of document control and records management principles
Skills and Competencies
- Excellent telephone etiquette and professional communication skills
- Strong written and verbal communication abilities
- Proven report writing and minute-taking skills
- Sound organisational and planning abilities
- High level of accuracy and attention to detail
- Ability to work independently and manage multiple tasks
- Good interpersonal and stakeholder engagement skills
- Time management and prioritisation skills
- Ability to work under pressure and meet strict deadlines
Behavioural and Personal Attributes
- Strong customer care orientation
- High level of confidentiality and integrity
- Attention to detail and commitment to quality
- Positive attitude and willingness to support team objectives
- Strong work ethic and reliability
- Ability to build and maintain good working relationships
- Professionalism in all interactions
Working Environment
The position is based at the Zuikerbosch site within the Operations Portfolio of Bulk Water Services. The role requires consistent interaction with operational staff, management, suppliers, and customers. Occasional exposure to a plant environment may occur. The incumbent must maintain strict confidentiality concerning operational, financial and personnel information.
Employment Equity
Applicants are encouraged to apply in line with Rand Water’s Employment Equity objectives. The organisation is committed to fair and inclusive recruitment practices aimed at achieving workplace diversity.
Why Join Rand Water
Rand Water is a leading bulk water utility committed to service excellence, sustainability, and operational integrity. Joining the Operations Administration team provides an opportunity to contribute directly to critical water supply services while building a stable and progressive administrative career within a highly regulated and professional environment.
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