Secretary

Key performance areas (summary of functional outputs)

• Provide secretarial and administration support to the manager and section
• Provide a one-stop customer/client service
• Provide a general office administrative function
• Process data from the information system
• Key customers
• Managers
• Departmental Staff
• Customers
• Functional Outputs/Activities
• Provide secretarial and administrative support service section by,
• Optimising different applications to procedure documents
  complexity to conform to recognized standards and formats as
  instruction manual to the manager and of varying degrees of laid down in company's
• Screening and keeping a record of the manager's appointments
• Organizing and arranging functions, meetings, and conferences as required
• Taking minutes at meetings
• Controlling the flow of work in the absence of the managers by directing requests to the appropriate departments and providing the manager with feedback
• Acting as hostess when receiving visitors and customers
• Arranging for refreshment
• Preparing presentation material and providing background material on request
• Acting in other related positions where required
• Provide a one-stop customer/client service by:
• Screening telephone calls for the manager
• Responding to telephone calls that require general routine answers
• Handling customers /clients' complaints and ensuring that the complaints are handled through proper channels for speedy resolution
• Provide a general office administrative function by:
• Administering a complete filling and retrieval system
• Completing T&S claims forms and arranging for payment thereof
• Completing local purchase orders and arranging for payments
• Keeping stock, administering, and replenishing the stationery requirements for the office
• Process data from the information system by:
• Creating appropriate reports
• Highlighting relevant activities and deviations
• Capturing and verifying data into information systems
• Uploading and downloading of information
• Competencies required (Includes internal training)
• Behavioural (Integrity, Honesty, Trustworthiness)
• Knowledge (Knowledge of company's policies and procedures)
• Skills (Computer skills, Sound interpersonal skills, administrative skills)
• Leadership (Team player, motivating teams, Coaching, Mentoring, Developing

Minimum qualification requirements

• NCV4/NSC3/Grade12/Certificate in Secretarial/Administration or Human science at NQF4 with 120 points
• Related minimum experience
• Two years of Secretarial or administration-related experience Note: Professional Registration