Secretary, Legal Services

4 days ago

Pretoria, South Africa Affirmative Portfolios Full time

**Secretary, Legal Services - Pretoria - R141 048pa**

**12-month fixed term contract**

**Purpose**:

- To render secretarial support services to the senior manager(s).

**Key responsibilities:
**Provide secretarial / Receptionist support services to the manager, this will, inter alia, entail the following:

- Receive telephone calls and refer the calls to the correct role players if not meant for the relevant manager
- Record appointments and events in the diary of the manager
- Type documents for the manager and other staff within the unit on a work processor
- Operates office equipment like fax machines and photocopiers

Provide clerical support services to the manager, this will entail, inter alia, the following:

- Liaises with travel agencies to make travel arrangements. Check the arrangements when the documents are received.
- Arrange meetings and events for the manager and the staff in the unit. Identify venues, invite role players, organised refreshments and set up schedules for the meetings and events.
- Process the travel and subsistence claims for the unit.
- Process all the invoices that emanate from the activities of the work of the manager.
- Record basic minutes of the meetings of the manager where required.
- Draft routine correspondences and reports.
- Filing of documents for the manager and the unit where required.
- Administer matters like the leave registers and telephone accounts.
- Receive, record and distribute incoming and outgoing documents.
- Handle the procurement of standard items like stationary, refreshments etc.
- Collects all relevant documents to enable the manager to prepare for meetings

Remain up to date with regards to the prescripts, policies, and procedures applicable to work terrain to ensure efficient and effective support to the manager. This would, inter alia, entail the following:
**Minimum requirements**:

- Language skills and the ability to communicate well with people at different levels and from different backgrounds
- Good telephone etiquette
- Computer literacy
- Sound organizational skills
- Good people skills
- High level of reliability
- Basic written and communication skills
- Ability to act with tact and discretion
- Good grooming and presentation

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