Secretary

Overview

Provide a secretarial / receptionist support service to the Director. Receive telephonic calls and refers the calls to the correct role players if not meant for the relevant senior manager.

Requirements

• Minimum requirements: Applicants must be in a possession of Grade 12 Certificate or relevant equivalent qualification
• No experience required
• Job related knowledge: Computer literacy (MS Word, MS Excel, PowerPoint, etc.)
• Job related skills: Good telephone etiquette
• Sound organisational skills
• Good people skills
• Computer literacy
• Language skills and ability to communicate well with people at different levels and from different backgrounds
• Basic written communication skills
• Ability to act with tact and discretion

Responsibilities

• Provide a secretarial / receptionist support service to the Director
• Receive telephonic calls and refers the calls to the correct role players if not meant for the relevant senior manager
• Record appointments and events on the diary
• Types documents for the senior manager and other staff within the unit on a word processes
• Operate office equipment e.g. printers and photocopiers
• Provide a clerical support service to the senior manager
• Liaise with travel agencies to make travel arrangements
• Checks the arrangements when relevant documents are received
• Arrange meetings and events for the senior manager and other staff in the unit
• Identifies venues, invites 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 emanate from the activities of the work of the senior manager
• R ecords basic minutes of the meetings of the senior manager where required
• Draft routine correspondence and reports
• Do filling of documents for the senior manager and the unit where necessary
• Administer matters like leave registers and telephonic account s
• Receive, records and distributes all incoming and outgoing documents
• Handle the procurement of standard items like stationary, refreshments etc
• Collect 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 thereof is understood properly
• Remain abreast with the procedures and processes that apply in the office of the senior manager

How to apply

Apply on source site