Senior Secretary

**_ Equity Statement :Preference will be given to suitably qualified Applicants who are members of the_**
**_designated groups in line with the Employment Equity Plan and Targets of the Organisation/Operating_**
**_Division._**

**_ Alternative Application Methods: (Completed Curriculum Vitae to be submitted)_**

Post :, ,, Durban ,

E-mail:
Fax:
before the closing date of the advertisement.

Note: if you have not been contacted within 30 days of the closing date of this advertisement please consider your

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**_ Operating Division : Transnet Property_**

**_ Position Title : Senior Secretary_**

**_ Employee Group : Permanent_**

**_ Department : Property Mngt_**

**_ Location : Durban_**

**_ Reporting To : Regional Head: Property Management_**

**_ Grade Level : H2S_**

**_ Reference Number : 80000627_**

**_ Position Purpose:_**

To support the effective functioning of the Regional Head's office by providing high level administrative support and

professional assistance, whilst maintaining the appropriate level of confidential, sophistication and protocol required of this

position. Enhance and protect the image and reputation of the executive by portraying professionalism and integrity in all

interaction and communication with other parties.

**_ Position outputs:_**

>Manage and maintain the Regional Head's schedule with due consideration of regional and executive management

meetngs and relevant events, demonstrating an awareness and understanding of business priorities and issues. This

includes daily time management and consultation with the Regional Head to ensure optimisation of the Regional Head's time

and availability.

>Act as first point of contact, representative and information source for the Regional Head's office, and respond to basic

queries and requests for information. Receive and welcome VIP's and visitors courteously and professionally. Screen all

incoming calls of the Regional Head and divert or take messages. Respond to queries where possible on behalf of the

Regional Head in his/her absence.

>Manage and arrange meetings for the Regional Head nationally and internationally, by ensuring that agendas are prepared,

required inputs are received from all parties concerned, and that all relevant documentation is in order. Brief and update the

Regional Head on the context of meetings in advance, as well as the input and actions required from him/her at the meeting.

Pro-actively determine and obtain relevant information required to support the Regional Head's contribution. Manage

logístical arrangements as required.

>Facilitate logístical arrangements in terms of local and international travel, accomodation and subsistence for the Regional

Head, including account reconcilitation and currency as required.

>Provide administrative and secretarial support to the Regional Head in order to support the effective running of the office,

which include:
a. Scanning and retrieving documents;
b. Physically filing documents;
c. Archieving documents;
d. Retrieving archieved documents;
e. Taking and distributing minutes;
f. Support the Regional Head in organizing and preparing for management meetings.

>Establish and maintain an effective e-filing and document management system for fast retrieval of data and information.

>Establish and maintain sound relations with all relevant stakeholders such as other executives, contractors and general staff

in assisting with requests, dealing with issues/queries, and managing incoming and outgoing instructions and responses to

and from the Regional Head.

>Ensure the required protocol is followed at all times, demonstrating cultural awareness as well as awareness for the

standing and position of visitors and staff.

>Ensure effective management of the Regional Head's office through the efficient use of technology, by ensuring effective

functioning of all systems and equipment, and by ensuring correct and adequate stationary.

>Liase and interface with relevant and external stakeholders such as suppliers, clients, and other executives as required,

conveying information accurately, professionally, and courteously whilst maintaining the required level of confidentiality.

>Manage and prepare correspondence accurately, timeously and as specified for review and approval by the Regional Head

using appropriate MS Office packages, and ensure distribution to relevant parties:
a. Liaise with courier services

b. Follow up with intended recipients to ensure receipt.
- Produce PowerPoint and Excel presentations in line with the Regional Head's requirements for executive management

meetings and presentations.

>Obtain data and information from relevant sources for compilation of monthly reports and build packs for meetings when

required.

>Conduct first-line research for the Regional Head when required, consulting relevant internal and ex