Secretary

EdUpStairs; Pretoria; On-site; ZAR 100,000 - 167,000; Full time

Job summary

EdUpStairs in Pretoria seeks a capable receptionist/secretarial assistant to support the Director with a range of administrative tasks. You will handle telephone inquiries, route calls, manage the diary, prepare documents, operate office equipment, and provide clerical support to the Senior Manager.

The role requires a Grade 12, basic computer literacy, excellent communication, tact and discretion, and the ability to work with staff at all levels.

Qualifications

• Must have Grade 12 or equivalent.
• Proficient computer literacy including Word, Excel, PowerPoint.
• Excellent telephone etiquette and professional communication.
• Strong organisational skills with ability to handle multiple tasks.

Responsibilities

• Provide secretariat/receptionist support to the Director.
• Receive calls and route to the correct staff.
• Record appointments in the diary.
• Type documents for senior manager and staff.
• Operate office equipment (computers, photocopiers).
• Provide clerical support to the Senior Manager.
• Liaise with travel agencies to arrange travel.
• Process travel and subsistence claims for the unit.
• Process invoices related to the senior manager's activities.
• Draft routine correspondence and reports.
• Do filing for the senior manager and unit.
• Manage leave registers and telephonic accounts.
• Receive, record and distribute documents.

Skills

Telephone etiquette

Organisational ability

People skills

Communication (written & verbal)

Discretion / tact

Education

Grade 12 Certificate or equivalent

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Minimum requirements

• Applicants must be in possession of a Grade 12 Certificate or relevant equivalent.
• Computer literacy (Microsoft Word, Microsoft Excel, PowerPoint, etc.).
• Good telephone etiquette.
• Sound organisational ability.
• Good people skills.
• Computer literacy.
• Ability to communicate well with people at different levels and from different backgrounds (both written and verbal).
• Ability to act with tact and discretion.

Duties

• Provide a secretariat/receptionist support service to the Director.
• Receive telephone calls and refer the calls to the correct role players if not meant for the relevant senior manager.
• Record appointments and events in the diary.
• Type documents for the senior manager and other staff within the unit.
• Operate office equipment e.g. computers and photocopiers.
• Provide a clerical support service to the Senior Manager.
• Liaise with travel agencies to make travel arrangements.
• Check arrangements when relevant documents are received.
• Arrange meetings and events for the senior manager and the staff in the unit.
• Identifies venues, invite role players, organise refreshments and sets up schedules for meeting and events.
• Process the travel and subsistence claims for the unit.
• Process all invoices that emanate from the activities of the work of the senior manager.
• Records basic minutes of meetings of the senior manager where required.
• Draft routine correspondence and reports.
• Do filing of documents for the senior manager and the unit where necessary.
• Administer matters like leave registers and telephonic accounts.
• Receive, records and distributes all incoming and outgoing documents.
• Handle the procurement of standard items like stationary, refreshments etc.
• Collects all relevant documents to enable the Director to prepare for meetings.
• Remains up to date with regard to prescripts/policies and procedures applicable to her / his work environment to ensure efficient and effective support to the senior manager.
• Study the relevant public service and the departmental prescripts / policies and other documents to ensure that the application thereof is understood properly.
• Keep abreast with the procedures and process that apply in the office of the senior manager.

Enquiries

Mr M Rammutla Tel No: [phone]