Senior Secretary

EdUpStairs; Pretoria; On-site; ZAR 237,000 - 280,000; Full time

Job summary

EdUpStairs in Pretoria is seeking a secretary to provide high-level secretarial support to the Director. The role requires formal Grade 12/NQF Level 4 and strong PC skills (MS Word, Excel, PowerPoint).

You will handle calls, diary management, travel arrangements, invoicing, minutes, filing, and communications with dignity and discretion. Reliable, well-organised, and able to interact across levels are essential.

Qualifications

• Grade 12/NQF Level 4 required.
• Secretarial experience will be an advantage.
• Proficient in MS Word, Excel and PowerPoint.
• Strong communication and interpersonal skills.
• Reliable and discreet.
• Ability to liaise with people at different levels.

Responsibilities

• Provide secretarial support to the Director.
• Manage telephone calls and route to the correct role.
• Record appointments and maintain the Director's diary.
• Operate office equipment (fax, photocopier).
• Arrange travel for the Chief Director and handle travel/subsistence claims.
• Prepare routine correspondence and minutes.
• Maintain filing systems and handle director’s leave and procurement of standard items.
• Manage correspondences in/out of the Director’s office.

Skills

Communication

Interpersonal skills

Organisation

Reliability

Discretion

Telephone etiquette

Language skills

Education

Grade 12 / NQF Level 4

Tools

MS Word

MS Excel

PowerPoint

Job description

Salary: R237 453 – R279 708 per annum (Level 05)

Requirements

• A minimum of Grade 12/NQF Level 4.
• Secretarial experience will be an advantage.
• Special requirements (skills needed): Language skills and the ability to communication well with people at different levels.
• Computer literate (MS Word, Excel and Power Point) and good telephone etiquette.
• Sound organisational skills.
• Good inter-personal skills.
• High level of reliability.
• Good communication skills.
• Ability to act with tact and discretion.

Duties

• Provide a secretarial support service to the Director.
• Receive telephone calls and refers the calls to the correct role.
• Record appointments and events in the dairy of the Director.
• Operate office equipment like fax and photocopying machine.
• Liaises with travelling agencies to make travelling arrangements for Chief Director.
• Processes travel and subsistence claims for Director.
• Follow up the arrangements and discuss with the Chief Director when the relevant
• documents are received to ensure that the Director endorsed the accommodation prior confirmation.
• Arrange meetings and events for Director.
• Book venues, invites role player, organise refreshments and set up schedules for meetings and events.
• Process all invoices that emanate from activities of the work of the Director.
• Records basic minutes of the meetings of the Director.
• Draft routine correspondence and reports.
• Establish and maintain filing system in the office of the Director.
• Administers matters like the leave for the Director.
• Handle the procurement of standard items like stationary, refreshments etc. Collect all relevant documents to enable the Director to prepare for meetings.
• Manage the correspondences in and out of the Director’s office.
• Ensure that documents submitted for the Director’s approval adhere to set norms and standards.
• Remain abreast with the procedures and processes that apply in the DOD to ensure efficient and effective support to the Director.
• Study the relevant Public Service and departmental prescripts/policies and other documents to ensure that the application thereof is understood properly.

Enquiries

Brigadier General M.J. Ledwaba Tel No: [phone]/Leading Seaman T.B.
Leburu Tel No: [phone]