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Departmental Service Co-ordinator

Job Ref
Job Type
Employer Type
Date Added 29 Mar 2018
Expiry Date 26 Apr 2018
* There have been 12 applications to this job.
* This job has been viewed 3580 times.
OptiSolutions (Pty) Ltd

All Areas

Market related


Role details:
Responsibility: Minutes
Schedule adhoc meetings/appointments for Manager/Team Members/Vendors including boardrooms.
Monthly Managed Service Provider Review Meetings
Monthly Departmental Meetings
Weekly Team Leader Meeting
Monthly IT Security Meetings Monthly Performance Development Review Meetings between Manager and individual team members
Monthly Service Review meetings with Development/Project Teams. All important meetings that Manager & Team leads requires minutes to be taken. Minute taking, Distribution, Feedback and follow up


Departmental Budget
• Manage financial queries (Company and Vendors).

Monthly Payment/Receipting
• Receipting of invoicing and deliverables for payment process; tracking of invoices and payments due and paid.

Purchase Requisitions & Purchase Orders
• Preparation of Procurement Request Forms for Processing of Purchase Orders in line with Service Quality Agreement (SQA’s) and maintenance thereof for Vendors.
• Liaise with Supply Chain Management (SCM) on approval in raising Purchase Orders.
• Application SQA tracking of raising PO’s.
• Tracking of Contracts until fully approved by SCM.

General Task

• Maintaining of Manager’s Meeting calendar.
• Compiling Delegation of Authority (DOA) for manager.
• Reminders to Manager, Team Leaders, Team members and Vendors on actions required from them. (emails, meeting requests, online tasks)
• Scheduling meetings and boardroom bookings.
• Managers assets tracking’s.
• Maintaining leave schedule (Team & Vendor).
• Planning of Workshops for managers and Project Managers.
• Manage bookings and check-in flights.
• Team build & Event preparation.
• Sharepoint Access maintenance.
• Managing Executive Requests.

• Completion of Project Office forms and templates e.g. Folder access, building access IRS engagement, Delegation of Authority (DOA’s).
• Liaising with Facilities / Building Security etc. when they are wanting department requirements/dealing with department issues.
• Provide a weekly report to Departmental Projects and status of each project.

• Extract and verify IRS Reports (Staff Reporting to Line Manager).
• Maintain Departmental Email Distributions lists and ensure lists are up to date (adding new staff/removing staff leaving).
• Maintaining termination and engagements of Company and MSP resources.
• Assist new staff with engagements.

Project Administration
• Upload and maintain Departmental Policies, Procedures and other documentation on SharePoint
• Monthly Report on Progress of all DBA Related Projects
• Output of Monthly Health and Security Reports are loaded on relevant systems
• Maintain Database Deployment and Versioning Pack
• Maintain DB Departmental Organogram (Vodacom and MSP)
• Assist Manager and Team Leaders with administrational requirements duties (e.g. Logging incidents, maintenance of spreadsheets, follow ups).
• Weekly Standby roster (Company and Vendor).
• Monthly CSI initiatives for the team – keeping track of or initiate
• Month end (Technical Service Catalog) for the team

Service Delivery
• Review and follow up on Daily High Level Report (DHLR) incidents - Ensure database related Incident Reports (IR's) are Completed by Team members, Signed by Manager and Submitted to to team within SLA.
• Monitor Priority One and Two Email Incident Notifications and ensure Database Administrator team is involved when issues are database relates.
• Follow up on Departmental, Manager, Team Leader and team member ACTION POINTS as per minutes of meetings.
• Daily Review and Follow-up of Service Incidents, Change Control Tasks with all Teams.
• Daily Review and Follow-up of INACTIVITY Report for Department
• Daily Review, follow up and escalation on Health Check submissions for department
• Follow up on Departmental, Manager, Team Leader and team member ACTION POINTS as per minutes of meetings.