Secretary/ Receptionist Job Opportunity - South Africa
SENIOR SECRETARY PROVINCIAL MANAGER, REF NO: HRMC 1/14/11 SALARY LEVEL : A basic salary of R212 106 to R249 849 per annum (Level 8). In addition, a range of competitive are offered. CENTRE : Gauteng, Provincial Manager’s Office: Braamfontein REQUIREMENTS : A 3 year Degree/Diploma in Public Management/Administration/Social Science or an NQF level 6 qualification in the related field with 1-2 years’ relevant experience of which 1 year must in a Secretarial and Administration environment and/or a Grade 12 certificate 3-5 years’ relevant experience of which 3 years must be in a Secretarial and Administration environment • Sound interpersonal skill • Honesty and integrity • Basic Computer Literacy and Numeracy • Good written and verbal communication skills • Analytic thinking • Planning and organizing skills • Problem solving • Verbal and written communication • Financial administration • Good Interpersonal Skills • Attention to detail • Clerical and administration • Ability to multi Task • Teamwork • Record and time management • Willingness to work extended hours including overtime • weekends and shifts are critical. DUTIES :The successful candidates will be responsible for amongst others the following specific tasks: Provides a secretarial/receptionist support service to the Provincial manager • Receive telephone calls in an environment where, in addition to the calls for the senior manager, discretion is required to decide to whom the call should be forwarded to • Perform advanced typing work • Operate and ensure that office equipment, e.g. fax machines and photocopier are in good working order • Records the engagements of the senior manager • Utilizes discretion to decide whether to accept/decline or refer to other employees requests for meetings, based on the assessed importance and urgency of the matter • Coordinates with and sensitizes/advises the manager regarding engagements . Compile realistic schedules of appointments • Render administrative support services • Ensure the effective flow of information and documents to and from the office of the manager • Ensure the safekeeping of all documentation in the office of the manager in line with relevant legislation and policies • Obtains inputs, collates and compiles all relevant reports as instructed by the manager: Scrutinises routine submissions/reports and makes notes and/or recommendations for the manager • Respond to enquiries received from internal and external stakeholders • Drafts documents as required • Do filing of documents for the manager and the unit where required • Collect, analyse and collate information requested by the manager • Clarifies instructions and notes on behalf of the manager • Ensures that travel arrangements are well coordinated • Prioritise issues in the office of the manager • Manage the leave register and telephone accounts for the unit • Handles the procurement of standard items like stationary, refreshments etc for the activities of the manager and the unit • Obtain the necessary signatures on documents like procurement advice and monthly salary reports • Provide support to the Provincial Manager regarding meetings • Scrutinise documents to determine actions/information/other documents required for meetings • Collect and compile all necessary documents for the manager to inform him/her on the content • Record minutes/decisions and communicates to relevant role players and follows up on progress • Prepare briefing notes for the manager as required • Coordinate logistical arrangements for meetings when required • Support the manager with the administration of the manager’s budget • Collect and coordinate all the documents that relate to the manager’s budget Assists the manager in determining funding requirements for purposes of MTEF Submissions • Keep record of expenditure commitments, monitors expenditure and alerts manager of possible over and under spending • Checks and correlates BAS reports to ensure that expenditure is allocated correctly. Identifies the need to move funds between items, consult with the manager and compiles draft memos for this purpose ENQUIRIES : Mapaseka Kau 011 242 9000 APPLICATIONS : Kindly ensure that the relevant reference number is quoted and applications are directed to the relevant province as indicated below: Gauteng Province: Postal address: Private Bag X108, Braamfontein, 2017 Physical address: 3rd Floor, Mineralia Building, Cnr De Beer and De Korte Street Braamfontein, 2017 Download Z83 closing date 24 January 2014
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