More about my work

Job description
Establish organisation chart and job descriptions for existing roles, realign teams across departments
Needs assessment for new roles, profile definitions, interview management
Onboarding and offboarding
Staff management, employee relations, individual support and addressing grievances
Company culture audit and needs assessment
Support across 5 offices in 3 countries

Context
I was not there for long so the majority of the time I was there, I was in ramp up mode whilst establishing myself in the space, meeting the team, learning the processes and making recommendations for improvement. I felt I was not able to add the full extent of my value within the management structure and though it was hard to leave the team, I made the choice to step down because I believed that my personal system for process management would clash with the company’s established operating methods.

COMPANY
Create Processes and Policies
Arrange sessions to define our goals together, take action to create policies that back up our integrity and line up with legal requirements (though are more generous)
Documents worked on include: Mission statement and Kindness Policy, Employment Policy and Work Conduct, Employee onboarding process, Sexual Harassment Policy, Leave Policy (holiday, sick, family responsibility), Education Policy, Covid Policy, Discretionary Spending Policy, Client choice and onboarding process
Take the lead on refining operational improvements based on feedback from employees, clients and community

Ensure Compliance Standards are met
Company registration documents in order
Privacy policy and non-disclosure agreements are understood and known to employees
Personal information standards are in line with POPI act (South African equivalent to GDPR)

Branding
Working with logo designer
Creating and updating documents to align with corporate identity
Design swag and arrange printing

Office Management
Liaise with building managers and landlords – handle rental agreement and lease, ensure compliance with building regulations
Create a beautiful and functional space that allows employees and visitors to feel safe, welcome, innovative and playful – design and get collaborative feedback on function of space, work with building contractors, decorate and furnish
Shared responsibility with office administrator to ensure space is presentable and well-stocked (clean and with plenty of food and coffee)
Ensure insurance policy is up to date, manage asset list
Manage company subscriptions and passwords

FINANCES
Business Model
Work closely with CEO/CTO to establish service offering and financial modelling
Ensure strategy aligns with company values and business objectives
Calculate possible income at various capacities sold
Market research on fair and competitive pricing
Model future team growth and potential income vs expenses to establish growth trajectory of company

Administration
Work with financial administrator on: Weekly dashboard overview of balance, income and expenditure, Check monthly accounts, Ensure invoicing accurately matches production schedules, Follow up on discrepancies

Management
Regularly update budgets and forecasting, pipeline planning and projections
Adhere to governmental reporting standards, liaise with tax consultant to ensure reporting to national revenue service

PEOPLE
Recruitment
Establish what kind of role is required to supplement the team: research market related salary price point, budget for the expenses vs potential income
Go through CVs to establish candidates with relevant experience
Facilitate recruitment process: Host initial meeting to check for personality fit, Set up technical and team meetings
Consistent communication even when the decision has bottlenecked (explain reasoning behind decision so candidate can grow from the experience; when relevant, connect unsuccessful candidates to other companies of potential interest)
Send offer letter and contract
Arrange onboarding process, introductions and warm welcome

Career Planning
Goal setting
Education support
Ensure that project tasks and company tasks are oriented towards future growth for individuals
Establish what the growth of these roles mean for the shape of the team and how to hire around this plan to keep the company aligned
Support growth of individuals even when it means a future outside of the company

Culture & Morale
Make sure everybody knows what they are doing and why; how it contributes to the product, team and community – foster a sense of belonging and role within the bigger picture
Mediation if necessary
Curating shared interests for connection
Team building and entertainment

Reviews
One-to-one check-ins for goal setting, and a safe space to talk about anything in a supportive environment
Salary reviews – consider interest increase, market related earnings, discuss non-financial benefits

PRODUCTS & CLIENTS
Project Management
Create proposal for team layout and pricing
Arrange contract discussion and signing
Set up Production Schedule
Create and monitor budgets for project
Point of contact for communications outside of development issues
Handle queries and concerns regarding invoicing

Team Consulting
Consultation with entrepreneurs before their company gets to the point where it can justify an in-house role for People Support: Needs Assessment and Team growth planning, Individual Support and Career Development advice
Help them grow their own internal teams: source from within our team if there is interest, source from community of like-minded developers, hand over the product that has grown within our space
Coaching in the creation of a positive and open culture

Record Keeping
Regularly update project history timeline for company – Create a sense of legacy and pride in what we have worked on, Directory of projects, clients, and dates for future reference

COMMUNITY
Public face for community interactions
Welcoming visitors
Attending talks and conferences
Making connections with and introductions to the ecosystem
Arranging sponsorship of conferences
Donations support to various organisations
Choosing clients with intentions to create a better, kinder world

Company
Logo design, create and update company documents
Create document templates and set up GSuite magic for automated administration tasks
Attend quarterly directors meeting with co-founders responsible for finances and programs

Funding
Create proposals for philanthropic funding opportunities
Ensure donation receipts are issued to funders

Strategy
Creation and implementation of business model, strategy, code of conduct

Finances
Handling monthly accounts and budgeting

Public Relations
Point of contact for public and media, public speaking at e-commerce and entrepreneur functions, developing and maintaining good relationships with customers, suppliers, consultants and agents

Client Services
Sales and after-sales help

Supply Chain
Sourcing, procurement, stock take, system management, distribution

Site Administration
Ensuring that the website was functioning correctly and was current with all company updates

Candidates
Sourcing candidates through ads and headhunting

Career Path
Speaking to candidates about hopes for career growth and finding positions and companies tailored to their paths and personalities

Coaching
Helping candidates articulate for themselves why change is important to them so we could manoeuver through the change process by making decisions based on joy rather than fear

Client Relations
Establishing relationships with company contacts to understand not just the requirements for the role of the position to be filled, but the working environment and expectations too so that we could find the right personality fit for the position

Contract Negotiation
Helping candidates to have their needs met while respecting the boundaries of the company

Follow up
Maintaining relationships with both candidate and company after placement to ensure a happy fit, help with any concerns needing mediation, and maintain the established connections

Client liaison
Handling administration for Fund Managers
Communication between pension providers, banks, fund managers and compliance department to ensure sound investments practices were upheld

Reception
Taking phone calls, booking appointments and managing emergency requirements
Administration and file management for the doctor and practice
Liaison with medical aid companies with regards to payments and errors

Management
Petty cash and office budget management
Monthly bookkeeping
Procurement of office supplies, medical supplies and consumables
Coordination of nurses, doctors, patients and operating rooms

Reception
Answering the phone and being the friendly face at the door
Procurement of office supplies and consumables
Petty cash and office budget management

Print Production
Coordination of all departments including sales, finance, design, printing, distribution and management (administration thereof)
Liaison with advertisers – interface between designers and clients
Editing monthly layout
Ensure production schedule is adhered to strictly in order to get printing out on time