• DUTIES

Provide secretarial / 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 on the diary.
Type documents for the senior manager and other staff within the unit. Operate
office equipment e.g. Fax machine and photocopiers. Provide clerical support
services to the senior manager. Liaise with travel agencies to make travel
arrangements. Check the arrangements when relevant documents are
received. Arrange meetings and events for senior manager and employees in
the unit. Identify venues, invite role players, organise refreshments, set up
schedules for meetings 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. Record basic minutes of the 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 such as leave registers and telephone accounts. Receive, record and
distribute all incoming and outgoing documents. Handle the procurement of
standards items such as stationary, refreshments etc. Collect all relevant
documents to enable the Director to prepare for meetings. Remain up to date
with regard to prescripts / policies and procedures applicable to the 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

• REQUIREMENTS

Applicants must be in possession of a Grade 12 Certificate (NQF 4). No
experience required. Job related knowledge: Knowledge of the relevant
legislation/policies/prescripts and procedure. Telephone etiquette. Basic
knowledge of financial administration. Job related skills: Sound organizational
skills. Computer literacy (MS Office). Good interpersonal relations. High level
of reliability. Written commination skills. Language skills. Ability to communicate
well with people at different levels and from different backgrounds. Ability to do
research and analyze documents situations. Ability to act with tact and
discretion. Good grooming and presentation. Self-management and
motivation. Ability to work long extended hours

• ENQUIRIES