Secretary Ref No: Refs/056967

Requirements :

• Grade 12 with typing as a subject or any other training course/qualification that will enable the person to perform the work satisfactorily. Language skills and the ability to communicate well with people at different levels and from different backgrounds.
• Good telephone etiquette. Computer literacy. Sound organisational skills. High level of reliability. Basic written communication skills. Ability to act with tact and discretion. Good grooming and presentation.

Duties :

• Provide a secretarial/receptionist support service to the office of the executive authority. This would, inter alia, entail the following: Receive telephone calls and refer the calls to the correct persons.
• Receive visitors to the office of the executive authority. Co-ordinate appointments with the appointments secretary. Types documents for the staff within the office. Operate office equipment like fax machines and photocopiers. Provides a clerical support service to the office. This would, inter alia, entail the following: Liaise with travel agencies to make travel arrangements for the staff of the office and the executive authority.
• Arrange meetings and events for the office of the executive authority. Identify venues, invite role players and organise refreshments. Process the travel and subsistence claims of the staff of the office of the executive authority. Draft routine correspondence and reports. Administer matters like leave registers and telephone accounts. Handle the procurement of standard items like stationary, refreshments etc.
• Remain up to date with regard to prescripts/policies and procedures applicable to her/his work terrain. This would, inter alia, entail the following: Study the relevant Public Service and 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 executive authority.