Secretary (Re-Advertisement)

Rand Water; Gauteng; On-site; ZAR 180 000 - 240 000; Full time

Job summary

A water quality management organization in Gauteng is seeking a qualified individual to provide secretarial and administrative services to the Manager Water Quality Specialist Services. The role requires a diploma in Office Administration and a minimum of 3 years experience in similar duties. Strong communication and advanced skills in Word, Excel, and other software are essential. The position involves managing records, organizing events, and supporting management tasks.

Qualifications

• 3 years minimum (preferred 5 years) experience in office administration/secretarial duties at middle to senior management level.
• Driver's license required for proficiency driving test.
• Experience in maintaining a shared electronic records system.

Responsibilities

• Provide secretarial services to the department manager, including diary management.
• Provide administrative services to the manager and department management committee.
• Maintain the department's shared electronic records system.
• Plan and organise department events and meetings.
• Draft minutes and notes for meetings.
• Coordinate, collate and manage drafting of departmental reports.

Skills

Effective English communication skills

Advanced Word skills

Advanced Excel skills

PowerPoint skills

Adobe skills

Outlook skills

Education

NQF6 Diploma qualification in Office Administration / Secretarial

Job description

Job Advert Summary

The overall responsibility of the successful candidate in this position will be to provide secretarial services to the Manager Water Quality Specialist Services and administrative assistance to the department.

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.
• Driver's license – candidate will need to undergo a Rand Water proficiency driving test.
• Experience in maintaining a shared electronic records system.
• Capability in Advanced Word, Excel, PowerPoint, Adobe, and Outlook software.
• Effective (clear, professional, and polite) English communication skills (verbal and written).

Primary Duties

• Provide secretarial services to the department manager, including diary management.
• Provide administrative services to the manager and the department management committee.
• Maintain the department's shared electronic records system.
• Plan and organise department events and meetings.
• Draft minutes and notes for physical meetings and electronic recordings.
• Coordinate, collate and manage the timely drafting of departmental reports, documents, memoranda, letters, presentations, etc.
• Quality‑control department documents to ensure accuracy, presentability and compliance with corporate standards.
• Maintain good relationships (internal and external) with stakeholders and the department.
• Follow‑up on actions from meetings.
• Responsible for stock‑take and safekeeping of assets in the safe.
• File departmental attendance register, timesheets, travel claims and leave schedule.
• Research and find appropriate information for the department management team.
• Manage the reception desk and the department manager's phone line.
• Accurate minute / note taking at physical meetings and from electronic recordings.
• Ability to research and find appropriate information for the department management team.
• Ability to manage time to complete all delegated tasks.
• Event and meeting planning and organising skills.
• Maintain good relationships with a diverse group within and external to the department.
• Provide office administration / secretarial duties to multiple managers.
• Flexible attitude to working hours.
• Flexible attitude to researching unfamiliar subjects.

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).