Dispensary Manager

Reporting to the relevant manager, the Dispensary Manager will type, format, and proofread correspondence and coordinate travel arrangements at a public-sector entity in Bloemfontein, Free State.

The team operates with a hands-on, get-it-done attitude and good camaraderie. Hard work and reliability are noticed and rewarded with real advancement. There is a strong sense of accountability and pride across the team. If you meet the requirements below, we encourage you to apply today.

Responsibilities

Office & Administrative Support

• Coordinate travel arrangements for staff including booking domestic and international flights, accommodation, and car hire, and preparing detailed itineraries with all relevant contact information, meeting schedules, and venue directions.
• Provide comprehensive administrative support to management by scheduling meetings and appointments, preparing agendas and meeting packs, taking accurate minutes, and diligently following up on action items to ensure timely completion and accountability.
• Manage the procurement of office supplies, stationery, and consumables by monitoring stock levels, obtaining competitive quotations from approved suppliers, placing purchase orders, and reconciling supplier invoices against delivery notes before payment.
• Type, format, proofread, and distribute correspondence including letters, memos, reports, and presentations using Microsoft Office, ensuring professional presentation, correct formatting, and grammatical accuracy in all outgoing documentation and communications.

Records Management & Systems

• Maintain both physical and electronic filing systems according to the organisation's file plan and records management policy, ensuring all documents are correctly classified, indexed, and stored for rapid retrieval when requested by management or auditors.
• Capture, update, and verify client and employee data on the company's database or CRM system with high accuracy, conducting periodic data quality audits to identify and correct duplicate records, incomplete fields, or outdated contact information.

Reception & Client Liaison

• Manage a multi-line switchboard by answering incoming calls within three rings, screening and directing calls to appropriate departments, and taking detailed messages when colleagues are unavailable including caller name, company, contact number, and nature of enquiry.
• Receive, sort, and distribute incoming mail, courier parcels, and fax communications daily, and prepare outgoing correspondence including registered post items and courier consignments for dispatch while maintaining an accurate mail register.

Requirements

• Excellent typing speed and accuracy with the ability to transcribe dictation and produce error-free documents under time pressure.
• A Grade 12 certificate is essential; a post-matric qualification in office administration or a related field is advantageous.
• A well-presented and professional appearance at all times, as the role involves being the face of the organisation to visitors.
• A minimum of one to two years of experience in an administrative or reception role within a professional office environment.
• Strong organisational skills and the ability to prioritise multiple tasks while working calmly and efficiently under pressure.
• Proficiency in the Microsoft Office suite including Word, Excel, Outlook, and PowerPoint with ability to produce well-formatted documents.
• A positive and helpful attitude with a genuine desire to provide excellent service to both internal and external stakeholders.

Qualifications

National Diploma in Office Administration