TECHNICAL SERVICES SECRETARY - CITY HOSPITAL

Joint Medical Holdings; Durban; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Joint Medical Holdings in Durban is seeking an organized administrative assistant to support the Technical Services/Maintenance Department. You will manage calendars, coordinate meetings, take minutes, and handle correspondence to keep daily operations running smoothly.

The role requires 2–3 years of admin experience, Grade 12, and proficiency in MS Word, Excel, and Outlook. You will also assist with stock control, procurement, and liaison with contractors in a busy hospital setting.

Qualifications

• Grade 12/Matric certificate.
• Secretarial/Administration qualification is an advantage.
• 2–3 years' admin/secretarial experience in hospital/maintenance/technical environment.
• Computer literacy with Word, Excel and Outlook.

Responsibilities

• Provide efficient admin and secretarial support to the Maintenance Department.
• Manage electronic diaries, appointments, meetings and minutes.
• Screen calls, emails and internal/external correspondence.
• Receive, allocate, track and capture job cards with follow-up.
• Liaise with contractors, suppliers and service providers.
• Maintain filing systems, departmental records, asset registers and stock records.
• Assist with staff timecards, including leave, standby and overtime (Kronos).
• Assist with procurement: supplier liaison, orders and invoices.

Skills

Administration

Diary management

Communication

Time management

Multitasking

Attention to detail

Education

Grade 12 / Matric

Secretarial/Administration qualification

Tools

MS Word

Excel

Outlook

Job description

PURPOSE OF POSITION

To provide efficient administrative and secretarial support to the Technical Services Department, ensuring effective coordination, accurate record keeping, communication and smooth daily operations.

KEY PERFORMANCE AREAS

• Provide efficient administrative and secretarial support to the Maintenance Department.
• Manage electronic diaries, appointments, meetings, agendas and meeting minutes.
• Screen and manage incoming calls, emails and internal/external correspondence.
• Receive, allocate, track and capture job cards, ensuring timely follow-up and resolution of queries.
• Liaise with contractors, suppliers and service providers regarding maintenance, repairs and equipment.
• Maintain accurate filing systems, departmental records, asset registers, stock records and equipment checklists.
• Conduct and maintain daily stock, equipment and asset control processes.
• Managing staff timecards, including leave, standby, and overtime, on the Kronos system.
• Assist with procurement processes, including supplier liaison, equipment motivations, orders and invoices.
• Manage contractor access, visitor stickers and contractor registers.
  Prepare, type, proofread and distribute departmental correspondence, notices and reports.
• Provide general administrative support to the Maintenance Department and assist with data capturing, scanning and record keeping.

MINIMUM REQUIREMENTS

• Grade 12 / Matric certificate.
• Secretarial, Administration, Office Management or related qualification will be an advantage.
• 2–3 years' relevant administrative/secretarial experience, preferably in a hospital, maintenance, facilities or technical environment.
• Computer literacy, particularly Microsoft Word, Excel and Outlook.

SKILLS

• Strong administrative and organisational skills.
• Excellent communication and interpersonal skills.
• Good computer literacy, especially MS Word, Excel and Outlook.
• Strong attention to detail and accuracy.
• Excellent minute-taking and meeting administration skills.
• Good time management, multitasking and prioritisation.
• Accurate data capturing, filing and record keeping.
• Basic procurement, invoicing, stock and asset management.
• Strong follow-up, coordination and problem-solving skills.
• Professional liaison with contractors, suppliers and staff.
• Confidential, reliable and professional.
• Able to work independently and within a team.

NB: Only short-listed candidates will be contacted.
Your information is collected and processed in accordance with the Protection of Personal Information Act No 4 of 2013 (POPIA).
By applying to this advert, you consent to JMH (Pty) Ltd collecting and processing your personal information for the purpose of determining your eligibility for the advertised position.
If unsuccessful, your personal information is securely destroyed and is not retained by the company.
Preference will be given to employees from the designated group in line with the Employment Equity Act