Senior secretary

Temporary
Senior Sectary
Tasiso Consulting (Pty) Ltd
Pretoria, Gauteng
Contract

Apply

Posted 17 February 2021 – Closing Date 23 February 2021

Job Details

Job Description

 To provide secretarial services to Directors and render effective and efficient administrative support.

 

 

 

No.

 

Key result areas

 

Activities

 

Result indicators

 

1.

 

Secretarial Support

 

Manage the

Directors’ diaries

Directors kept informed of all engagements in their diaries

 

    Handle outgoing and incoming calls

 

 All incoming calls screened and managed according to the Directors requirements

 

    Record messages

 

Messages recorded accurately and timeously

 

    Maintain internal and external stakeholder relations

 

Stakeholders satisfied with the level of service and support received

 

2. Administrative

Support

Edit and format submissions, memos and other documents on behalf of the Directors

 

Documents edited and or formatted

 

    Draft standard response on behalf of the Director

 

Standard responses drafted

 

    Maintain workflow and filing system

 

Easily accessible filling system

maintained

electronic and manual files

    Respond to

queries by providing the required information

 

 

All queries answered within

48hrs and the follows-ups to queries that have been referred done promptly

 

 

    Organize meetings and workshops

and prepare packs for such

Venues, catering, number of delegates, date confirmed correctly

 

    Prepare packs for all the meetings / workshop that the Directors attend

 

Documents for the meetings forwarded to the officials or concerned or Directors two days

before the meeting or as required

    Liaise with all relevant stakeholders

 

Invitations sent out in time and

confirmed

    Take minutes of meetings as required

 

Minutes of the meeting, events, etc. captured properly

 

3. Logistical Support

 

Arrange traveling and accommodation

 

Travel booking finalized two days

before traveling

    Process traveling and subsistence claims

 

All traveling and subsistence claims processed accurately and timeously

 

    Arrange petty cash

 

Petty cash arranged with approval from the Directors

 

    Process office supplies for the

units

 

 

All office supplies requests from

units processed

accurately and timeously

 

    Assist with procurement and payment processing as required

 

Procurement and payment made

 

 

 

COMPETENCY REQUIREMENTS

1. Knowledge

 

Clear understanding of office administration activities and processes

Knowledge of office administration

Knowledge of public service regulations

2. Skills

 

Administrative skills

Communication skills

Good Computer skills (MS Word, Excel, PowerPoint, internet and email)

Events Coordination

General Office Administration

Document and File Management

Organizing skills

3. Personal attributes

 

Good Interpersonal Skills

Initiative

Ability to work with and in teams

Ability to interact with people

Ability to multi task

4. Experience

 

At least 1 year experience in administration

 

LEARNING INDICATORS/QUALIFICATIONS

 

Grade 12 certificate and either Certificate or Diploma (of more than six months).