Secretary: Office of the Directors

Phaki Personnel; Gauteng; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Phaki Personnel in Gauteng is seeking a capable secretary/receptionist to support Directors with diary management, meeting coordination, and document preparation. You will handle calls, type documents, and manage office logistics to ensure smooth daily operations.

The role also covers administrative duties, travel arrangements, expense processing, procurement support, and preparation of packs and minutes for Director meetings. Applications from designated groups are encouraged.

Responsibilities

• Secretarial/receptionist support: Receives telephone calls and refers the calls to the correct players.
• Administrative Support: Format submissions, memos and other documents; maintain workflow and filing system; respond to queries; track progress and provide feedback to the Directors.
• Logistical Support: Liaise with travel agencies to arrange travelling and accommodation; organise meetings and events; process travel claims.
• Financial administration support: Receive monthly expenditure; process procurement; arrange petty cash and ensure compliance with processes.

Job description

RESPONSIBILITIES:

Secretarial/receptionist support

• Receives telephone calls and refers the calls to the correct players.
• Records appointments and events in the diary of the Director(s)
• Type documents for the Director(s) and other staff within the unit.
• Operates office equipment like photocopiers
• Provide secretariat support for the Director’s meetings (take minutes, agenda etc.) in consideration of urgent core tasks

Administrative Support

• Format submissions, memos and other documents on behalf of the Directors
• Draft standard response on behalf of the Directors
• Maintain workflow and filing system electronically and manually.
• Respond to queries by providing the required information
• Track progress of actions, issue reminders and provide feedback to the Directors.
• Ensure that applicable processes (policies and procedures) are adhered with regard to outgoing and incoming submissions
• Prepare packs for all the meetings / workshop that the Directors attend
• Organise Directorates meetings (including logistics) and draft minutes and support the Director with external meetings (This excludes project meetings of Sub directorates)
• Coordinate submission of strategic and operational reports and documents (PMDS, Annual Reports, Strategic Plans, Audit reports etc)

Logistical Support

• Liaises with travel agencies to arrange travelling and accommodation
• Arrange meetings and events for the Directors and the staff in the unit
• Process traveling and subsistence claims of Directors

Financial administration support

• Receive monthly expenditure from Finance and capture expenses in the commitment register.
• Process requests on procurement of unit required goods and services
• Process payment advice of procured goods and service for the unit.
• Arrange petty cash and ensure compliance with relevant processes (e.g., submit receipts and change to finance)

Applications are particularly encouraged from candidates belonging to the following designated groups: Coloured persons, persons with disabilities, men (including white males), and youth, in accordance with the organisation’s Employment Equity objectives.