Branch Administrator; Melrose Arch Job Johannesburg area,South Africa,Administrative/Clerical

Position: Branch Administrator (Melrose Arch)
An Internal Vacancy exists for a Branch Administrator in the Banking Division based in Melrose Arch

The suitable candidate’s main responsibilities and duties include, but are not limited to, the following:

BRANCH AND SITE ADMINISTRATION

Perform all administrative duties from the Melrose Arch Branch Office.
Ensure accurate and timeous record keeping for all Bidvest Protea Coin operational and branch functions.
Maintain administration for both Amdec and Bidvest Protea Coin.
Ensure all documentation is completed, updated, and filed according to company standards.
Maintain neatness and cleanliness of the branch office and surrounding areas.

STANDARD OPERATING PROCEDURES (SOPs)

File and update all approved post-specific instructions every three (3) months.
Maintain an updated SOP index and notify relevant stakeholders of renewal dates.
Ensure all temporary and permanent posts are issued with approved site procedures prior to implementation.
Conduct theoretical SOP evaluations every six (6) months for all Security Officers.
Maintain SOP evaluation schedules and records.

INCIDENT REPORTING AND INVESTIGATIONS

Report all incidents to Bidvest Protea Coin Senior Management.
Coordinate and document investigations into incidents, accidents, and non-conformances.
Submit:

Preliminary Incident Report within 12 hours
Full Incident / Operational Report within 48 hours

Communicate daily with the Contracts Manager regarding incidents, investigations, and corrective actions.

WEEKLY REPORTING

Compile and submit a Weekly Operational Report every Friday to the Contracts Manager.
Reports must be compiled from accurately maintained daily documentation, including:
- Actuals and manpower reports
- Disciplinary records
- Rosters
- Incident reports
- Uniform and equipment registers
- Technical issues
- Client and tenant concerns
- Site visits and inspections
- Training records
- Outstanding matters
- Hours worked
- Loan forms for uniforms and equipment

COMMUNICATION AND EMAIL MANAGEMENT

Use email as a formal method of confirmation and record keeping.
Ensure all emails are followed up and concluded.
Responsibility for all matters remains with the sender until fully resolved.

ACTUAL SHEETS AND ROSTERS

Audit weekly actual sheets to verify manpower strength, absenteeism, and over/under postings.
Update weekly actuals to the Easy Roster Administrator.
Compile and distribute rosters to all relevant sites, ensuring visibility and accuracy for Security Officers.

UNIFORM AND EQUIPMENT

Ensure all uniforms and equipment issued are recorded, tracked, and controlled.
Manage timeous ordering of uniforms and equipment.
Ensure all Security Officers are correctly dressed and equipment remains operational.

FILE MANAGEMENT

Maintain and update the following files at the branch office:

CLIENT AND TENNT FILES

Physical address
Full contact details
Emergency contact numbers

SITE FILES

Site rosters
Equipment registers
Site-specific job descriptions
Emergency contact lists
Patrol route maps
Posting audits
Adhoc service records

TRAINING ADMINISTRATION

Coordinate and track monthly training requirements.
Issue training memorandums to Site Management.
Maintain training registers and records.
Ensure compulsory training is documented, including:
- Site-specific procedures
- Customer orientation
- Patrol routes
- Emergency procedures
- Incident reporting
- Reporting for duty
Evaluate training outcomes in conjunction with the Contracts Manager

CLIENT LIAISON

Maintain professional liaison with clients from the branch office.
Ensure client concerns are recorded, tracked, and resolved.
Provide written feedback to clients within 24 hours.

Ensure all incidents are reported and follow-up reports issued within 24 hours.
Ensure site surveys and risk assessments are conducted every six (6) months and filed correctly.
Record and file all recommendations relating to security, safety, and service improvement.

PERSONNEL ADMINISTRATION

Maintain personnel files in line with company standards.
Conduct induction on company and site procedures for all new employees.
Coordinate counselling and corrective action documentation for non-performance.
Manage retraining documentation where required.
Complete certificates of service and ensure accurate final payroll submissions

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