Purpose of Role

The Allan Gray Orbis Foundation has a vision of an entrepreneurial, equitable South Africa, flourishing with meaningful employment and a mission to foster a community of responsible entrepreneurs.
Leads Data Administrators and temporary staff to ensure the accurate and timeous capturing of data relating to selection candidates and beneficiaries.

Objectives of Role

• Meet with internal stakeholders before the start of a new campaign/process to obtain brief, establish support requirements and timelines
• Scope DMC processes to meet campaign/process brief to determine workflow and capacity plan
• Provide feedback to client to negotiate and reach agreement on deliverables and timelines
• Determine and manage resource requirements e.g. Equipment, documents, templates as per the process timelines and campaign requirements with Team Leader
• Create new Accounts in system related to selection campaigns or programmatic processes
• Manage DMC folders on Share Point to ensure storage procedures are maintained
• Implement and manage filing and archiving procedures
• Manage closure activities related to campaigns and processes
• Implement and manage filing and archiving procedures
• Manage closure activities related to campaigns and processes
• Fulfils the role of CRM super user
• Team leader/manager informed of any negative or positive trends
• Train new users on CRM
• Maintain user guide
• Perform user acceptance tests of new enhancements or upgrades to CRM
• Liaising with 3rd party suppliers to resolve technical issues on CRM
• Deal directly with customers either by telephone or electronic mediums
• Transfer and announce calls to appropriate departments
• Identify, research, and resolve customer issues using our CRM systems and tools
• Communicate progress and resolution of issues to internal and external customers
• Complete call logs and document all customer contacts in the CRM system
• Allocate and distribute work to ensure minimum overtime is required
• Escalates needs for temp capacity to manager
• Manages temporary staff attendance
• Manages overtime worked by temporary staff and manage temporary staff budget
• Build team cohesion – how do we measure this
• Meets with internal stakeholders on a regular basis to review service delivery standards and provides report to management
• Consolidates campaign overview for input into functional forum dashboard
• Generates ad-hoc reports and/or standard reports as requested
• Develop a quality plan for campaigns and processes
• Implement and manage quality control checks for data capturing and data processing
• Examines mail merged documents to ensure that quality standards are met
• Conducts quality assurance audits to ensure compliance and opportunities for continuous improvement
• Investigates and resolves queries relating to selection and other processes
• Meets with clients on a regular basis to review service delivery standards and provides report to management
• Reviews the design workflow for tracking and capturing of statutory
• Mail merges memoranda of agreement based on category of each scholar
• Receives and checks signed memoranda of agreement, scans document and saves to Share Point
• Arranges for each memorandum of agreement to be forwarded to Headmaster of placement school
• Follows up with custodians that documentation has been received and advising that pending telephone call to explain contents
• Sends signed copy of memorandum of agreement and permission letter to custodian for signature
• Follows up to ensure that signed copy of Memorandum of Agreement is received from custodian/Fellow and filed
• Generates renewal or conditional renewal letters for eligible current Scholars/Fellows mailed/emailed
• Follows up with custodians/Fellows that documentation has been received and that information will be provided on conditional renewals
• Ensures that all documentation is filed appropriately
• Responds to requests for support and actions accordingly
• Provides process support for programmes to meet their project deadlines

Experience and Qualifications

• Identification with the Foundation’s Vision, Mission and Ethos
• National Diploma (Relevent Qualification to Data Administration)
• 3 years relevant experience

Competencies

• Attention to detail
• Building Partnerships/Relationships
• Controls Quality & Standards
• Planning and Organising
• Stewardship
• Results Orientation/Drive
• Service Excellence
• Team Leadership