Date Posted: 11/09/2025

Locations: Claremont

Salary: UP to R13k P.M

Type: Permanent

Reference: WP299185

Hours: 9am to 5pm – Monday to Friday

Job Summary

We are looking for a bright and articulate team player with excellent IT and interpersonal skills to join our vibrant team as an administrative assistant. You will be working alongside another admin assistant and managed by our Team Co-ordinator.

Main Duties and Responsibilities

To provide comprehensive administrative support to the Team Coordinator and wider team. This includes:

Communicate effectively with prospective and existing staff and foster carers around all administration matters.
To respect confidentiality and to comply with your duty of confidentiality to all stakeholders in the Agency. Ensure all information is stored safely and securely.
Minute taking of meetings including fostering Panels, team meetings, and foster carer support meetings, providing accurate typed records and disseminating records within agreed timescales
Data inputting on electronic systems, including the CHARMS, Citation and ClearCare, competent in Microsoft Office (Word/Excel)
Supporting training and Social events for our team – This will include co-ordinating room bookings, communicating with attendees and arranging external catering and buying and setting out light refreshments.
Social Media – Support the social media of the organisation – posting content once or twice a week across social media platforms.
HR – Assist Ascent’s management team in recruitment of new staff for Ascent Children Services. This includes coordination of requests for reference checks (e.g. DBS, employment and character references, medicals)
To respond to all telephone or visitor enquiries respectfully and communicate effectively and appropriately
Where necessary support the team with marketing; responding to calls, taking applicant details, sending out letters and information packs and assisting the team at outside events
Facilities management – supporting the team coordinator with any facilities operations/purchases

About You – The Person Specification

Knowledge and Experience

· Experience of working in an administrative role or customer service environment where multi-tasking and decision-making skills are successfully demonstrated in a fast-paced environment

· Experience of working with IT systems, data entry and use of Microsoft Office

· Proven track record in managing a demanding and varied workload

· Demonstrates understanding of effective teamwork

· Knowledge and understanding of Social Services in particular, the provision of services for children desirable but not essential.

Aptitudes and Abilities

· Good interpersonal skills; effective at quickly establishing and building good working relationships internally and externally, at all levels

· Self-sufficient and self-motivated with the ability to work independently, recognizing when matters need input from or referral to others

· Analytical, with high attention to detail and a logical approach to problem-solving

· Multitasker who can manage, prioritise and monitor own work

· Contributes positively to teams, encouraging and facilitating the contribution of others and working sensitively with team colleagues

· Excellent verbal and written communication skills with the ability to effectively negotiate and influence, especially on the phone

· A competent and effective user of information technology skilled in Word, Excel and databases with fast, accurate keyboard skills

· Decisive with a determination to rise to the challenge, offering creative solutions to overcome difficulties

· Willing to work flexibly – on rare occasions outside of office hours.

All application should be sent to: vacancies@wpdirect.co.za