Secretary

**Job Advert Summary**:
**Minimum Requirements**:

- NQF6 Diploma qualification in Office Administration / Secretarial
- 3 years minimum - preferred 5 years’ experience in office administration / secretarial duties at middle to senior management level
- Effective (clear, professional and polite) English communication skills (verbal and written).
- Experience in maintaining shared electronic records system
- Capability in Advanced Word, Excel, PowerPoint, Adobe, Outlook software

**Primary Duties**:

- Provide secretarial services to the department manager, including management of diary
- Provide administrative services to the office of the manager and the department management committee
- Maintain the department shared electronic records system
- Plan and organise department events / meetings
- Draft minutes / notes for physical meetings and from electronic recordings of meetings
- Co-ordinate, collate and manage timely drafting of departmental reports, documents, memorandums, letters, presentations etc
- Quality control department documents to ensure accuracy, presentability and compliance with corporate standards.
- Maintain good relationships (internal and external) between stakeholders and the department.
- Follow-up on actions from meetings
- Responsible for stock-take and safe keeping of assets in the safe.
- Responsible for filing of departmental attendance register, timesheets, travel claims and leave schedule
- Research and find appropriate information for the department management team
- Managing the reception desk and department manager phone line

**Knowledge**:

- English language
- Office administration and secretarial duties
- Shared electronic records system
- Advanced Word, Excel, PowerPoint, Adobe and Outlook software

**Skills**:

- Skills on use of Advanced Word, Excel, PowerPoint, Adobe and Outlook
- Effective (clear, professional and polite) English communication skills (verbal and written).
- Accurate minute / note taking at physical meetings and from electronic recordings of meetings
- Ability to research and find appropriate information for the department management team
- Ability to manage time to complete all delegated tasks
- Events / meetings planning and organising skills.
- Maintaining good relationship with diverse group of people within and external to department
- Ability to provide office administration / secretarial duties to multiple managers

**Attitude**:

- Flexible attitude to working hours