Secretary

Overview

Provide a secretariat/receptionist support service to the Director. Receive telephone calls and refer the calls to the correct role players if not meant for the relevant senior manager.

Requirements

• Minimum requirements: Applicants must be in possession of a Grade 12 Certificate or relevant equivalent
• Job related knowledge: Computer literacy (Microsoft Word, Microsoft Excel, PowerPoint, etc.)
• Job related skills: Good telephone etiquette
• Sound organisational ability
• Good people skills
• Computer literacy
• Ability to communicate well with people at different levels and from different backgrounds (both written and verbal)
• Ability to act with tact and discretion

Responsibilities

• Provide a secretariat/receptionist support service to the Director
• Receive telephone calls and refer the calls to the correct role players if not meant for the relevant senior manager
• Record appointments and events in the diary
• Type documents for the senior manager and other staff withi n the unit
• Operate office equipment e.g. computers and photocopiers
• Provide a clerical support service to the Senior Manager
• Liaise with travel agencies to make travel arrangements
• Check arrangements when relevant documents are received
• Arrange meetings and events for the senior manager and the staff in the unit
• Identifies venues, invite role players, organise refreshments and sets up schedules for meeting and events
• Process the travel and subsistence claims for the unit
• Process all invoices that em anate from the activities of the work of the senior manager
• Records basic minutes of meetings of the senior manager where required
• Draft routine correspondence and reports
• Do filing of documents for the senior manager and the unit where necessary
• Administer matters like leave registers and telephonic accounts
• Receive, records and distributes all incoming and outgoing documents
• Handle the procurement of standard items like stationary, refreshments etc
• Collects all relevant documents to enable the Director to prepare for meetings
• Remains up to date with regard to prescripts/policies and procedures applicable to her / his work environment to ensure efficient and effective support to the senior manager
• Study the relevant public service and the departmental prescripts / policies and other documents to ensure that the application there of is understood properly
• Keep abreast with the procedures and process that apply in the office of the senior manager

How to apply

Apply on source site