Secretary to Chief Director Finance

6 days ago


Pretoria, South Africa Phaki Personnel Full time
Minimum Requirements
  • An appropriate three (3) year qualification (ideally in Office Administration/Secretarial) coupled with 6 - 12 months office administration/secretarial experience or
  • Grade 12 with two (2) years experience in the field of secretarial / office administration.
  • Experience in writing memos and taking minutes.
  • Knowledge of the MS Office package, with experience in word processing, Outlook, Power Point and Excel (Which may be assessed if need be.)
Responsibilities

Provide a clerical support service to the Chief Director:

  • Liaise with travel agencies to make travel arrangements. Checks the arrangements when relevant documents are received;
  • Arrange meetings and events for the Chief Director. Identifies venue, invites role players, organises refreshments and sets up schedules for meetings and events;
  • Process the travel and subsistence claims for the unit;
  • Process all invoices that emanate from activities of the work of the Chief Director;
  • Record basic minutes for the meetings of the Chief Director where required;
  • Draft routine correspondence and reports;
  • Does filing of the documents for the Chief Director and the unit where required;
  • Administer matters like leave forms, leave registers and telephone accounts;
  • Handle the procurement of standard items like stationery and refreshments;
  • Collect all relevant documents to enable the Chief Director to prepare for meeting
Provides a secretarial/receptionist support service to the Chief Director:

  • Receive telephone calls and refers the calls to the correct role players if not meant for the Chief Director;
  • Record appointments and events in the diary for the Chief Director;
  • Type documents for Chief Director;
  • Operate office equipment like fax machines and photocopiers;

Remains Up to date with regards to prescripts/policies and procedures applicable to his/her work terrain

    • Study the relevant Public Service and departmental prescripts/policies and other documents to ensure that application thereof is understood properly;
    • Remain abreast with the procedures and processes that apply in the office of the Chief Director.


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