SUMMARY:
National POD Administration Manager - East Rand
POSITION INFO:
National POD Administration Manager – East Rand
Responsible for managing Group scanning and Group Pods, managing national POD department and managing POD requests. Run daily National WIP Reports and send to the Group
Minimum requirements:
- Matric – preferably with a commercial diploma, degree or related qualification
- Minimum 3 to 5 years’ experience in a similar role
- Ability to effectively maintain a range of accounting systems and manage a team
- Advanced MS Excel skills
- Ability to develop and streamline administrative systems for own department / division
Roles & responsibilities :
Operational -
• Handover and computer backup
• Writing POD image to CD for certain customers if required
• Ensure that all scanning is completed on time
• Ensure that all branches scan and have no problems
• Monitor reports to ensure all POD’s were released to the Web
• Monitor and ensure all original pods are send to clients on time
• Ensure that customers and internal departments are assisted with POD requests
• Housekeeping - responsible for immediate area, department, warehouse or workshop
• Safety walk - all individuals are responsible to conduct daily safety walks through their immediate work area, department, warehouse or workshop
• Responsible to understand the safety and evacuation drill in immediate area and if not, request additional training
• Apply and adhere to the SHEQ guidelines and safety procedures within the Value Group
• Responsible as an individual or in a managing position to report any incidents/failures to your immediate superior
• As a manager you are responsible to action all incidents reported
• Assist Debtors department with outstanding POD reports from customers
• Maintain status 51 52 for branches and JHB
• National outstanding POD report for the group
• Monitor status 41 report for branches and JHB
• Ensure customers are assisted with their POD queries and requests
• Ensure branches are up to date and have no problems regarding scanning
• Monitor branches reports and resolve queries
• Monitor scanners and report issues to IT
• Measure by workload in office
• Assist with internal POD requests and queries
• Monitor POD request report and resolve issues where needed
• Monitor incorrect captured and no charge POD’s
• Monitor stand alone scanning for VTR and Dedicated Distribution
• Assist with POD releasing to the Web
• Housekeeping on E-docs, fixing errors and clearing duplicate batches and errors
• Monitor the capturing on E-docs stand alone
• Deactivate status 58 on request by senior management
• Monitor E-docs report on Web to ensure that all statuses are updated
• Assist customers with outstanding POD reports
• Monitor Blick reports daily/attendance registers
• Monitor workload
• Monitor scanning stats on a monthly basis
• Monitor telephone account
• Monitor leave and sick leave
• Conduct appraisals
• Monitor and maintain the asset register
• Assist in relevant operations/operational functions as required
• Maintain professional conduct
Skills required:
• Can extract information and compile reports to address specific business usage or management information needs
• Can retrieve information through non-apparent channels
• Able to develop new administrative systems or procedures for own department/division
• Able to manage and control administrative system in own department/division
• Can utilise administrative support systems to assist in budgeting
• Can identify and generate information for the setting up of budgets in own department
• Can analyse past budgets correctly
• Able to apply business principles and processes applicable to own work area/environment under general supervision
• Able to follow basic financial procedures under direct supervision
• Able to execute specific functions within the parameters of the financial structures and system at disposal
• Able to complete numerical calculations
• Able to apply Health and Safety procedures in own work area
• Able to monitor Health and Safety in own work area and take corrective action where necessary
KNOWLEDGE • Has a thorough understanding of all the accounting systems in the organisation and how to effectively maintain these
• Can understand organisational accounting needs and identify the extent to which current accounting systems correspond to needs
• Understands the interaction of different administrative procedures between departments in the organisation
• Knows how to develop streamline administrative systems for own department/division
• Has a sound knowledge of budgeting processes and practices within the organisation
• Has a sound knowledge of the factors that need to be accommodated in the different organisational budgets
• Understands the business environment in which the organisation operates
• Understands the type of product or service rendered by the organisation
• Is aware of who the opposition is
• Basic understanding of production targets set for own work area
• Aware of the importance of effective financial procedures for the organisation
• Knowledge of Health and Safety procedures and policies applicable to own work area
• Understands the relevant legislation and the implication thereof for own area of responsibility
