General Secretary-administrator

2 days ago

Pretoria, South Africa Enshrine Placements Full time

Our client currently has and opportunity for a General Secretary / Administrator who is fluent in Afrikaans and English to offer Secretarial support services to HR, Finance and Project Delivery teams.

The successful incumbent must hold a Relevant Secretarial/Administrative/HR certificate or diploma with a minimum of 5 years administrative and secretarial experience. Must be able to work from home - connectivity and come to the office in PTA two or three times a week.

**Position details**:
Reports to: HR Manager.

Type & Review all Company documents e.g., reports, minutes, proposals, and external communications to express the correct style, grammatical correctness is of an acceptable standard and quality for communication within the Company and external communication to clients, vendors, suppliers etc.
Collect information from different departments (HR, Finance, Planning, Studies, Marketing, Projects). Ensure that it is received timeously. Compile the information into the agreed report template.
Guesthouse invoices, travel claims, PPE claims
Support the HR department as a key position in the company to ensure an accurate, and seamless delivery of the combined level of HR services and associated tasks at all times. 
Type CV’s - transcripts from meetings/interviews or Advisory Notes.
Type Recruitment Memo and load on to signing hub.
Assistance in the preparation of the monthly status reports of resource loading and allocations.
Annual Medicals & Medical Exit results send through to Medical Centers.
Act in a support capacity for employee issues, including attendance at formal meetings for the purpose of minute taking where required.
To assist with managing training requests, which may include liaising with department Heads.
Respond to general queries from employees and line managers, ensuring to seek guidance and advice from the HR Manager where applicable.
Support with the on and off-boarding process with the line manager, and possible attendance at exit interviews.
Work with the Finance & HR team on other ad-hoc items, such as attendance at meetings, analyzing data, preparing files, reports, spreadsheets, projects etc.
Assist with budget adjustments on salaries and grading scales.
Support Proposal & Projects Dept.
Memos for relocation's and replacements sheet for projects gather signatures from Project Managers and Clients.
Complete templates for proposals and scope of work, duration of work and man hours.
Review all Company documents e.g., reports, minutes, proposals, and external communications to express the correct style, grammatical correctness is of an acceptable standard and quality for communication within the Company and external communication to clients, vendors, suppliers etc.
Ability to develop and communicate goals in support of the business mission.
Skill at enhancing others commitment to their work.
As a team member, the ability and desire to work cooperatively with others on a team.

Interpersonal Competencies
Attention to communication by ensuring that information is passed on to others who should be kept informed.
Expressing oneself clearly in conversations and interactions with others.
Expressing oneself clearly in business writing.
Ability to plan and deliver communications that are impact and persuasive with their intended audiences.
Ability to notice, interpret, and anticipate others concerns and feelings, and to communicate this awareness em pathetically to others.
The ability to gain others support for ideas, proposals, projects, and solutions.
Ability to develop, maintain and strengthen partnerships internally and externally.
Demonstrates concern for satisfying external and/or internal clients.

Business Competencies
Excellent knowledge and experience in using MS Suite including Power point, Outlook and Internet.
Excellent language skills.
Excellent Typing skills & ability to edit written communication.
Knowledge of good office practices and procedures.
Excellent Telephone communication skills.
Attention to detail.
Ability to memorize and recall information.
Strong Administrative skills.
Planning and organizing.
Identifying the information needed to clarify a situation, seeking that information from appropriate sources, and using skillful questioning to draw out the information, when others are reluctant to disclose it.
Approaching a problem by using a logical, systematic, sequential approach.
Anticipating the implications and consequences of situations and taking appropriate action to be prepared for possible contingencies.
Finding effective solutions by taking a holistic, abstract or theoretical perspective.
Identifying what needs to be done and doing it before being asked to or required by the circumstances.
Focusing on the desired end result of one’s own work; setting challenging goals, focusing effort on the goals, and meeting or exceeding them.
Ensuring that one’s own and other’s work and information are complete and accurate; careful preparation for meetings and pre

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