TECHNICAL SERVICES SECRETARY (TEMPORARY POSITION)- CITY HOSPITAL

joint-medical-holdings; Durban; On-site; ZAR 180,000 - 260,000; Full time

Job summary

Joint Medical Holdings in Durban seeks an experienced administrative/secretarial professional to support the Maintenance Department. The role involves diary management, minutes, correspondence and coordination with contractors.

You will handle job cards, stock records, asset registers and data capture, while supporting procurement and invoicing. Strong MS Word/Excel/Outlook skills and a team-oriented, confidential approach are essential.

Qualifications

• Grade 12/Matric is mandatory.
• Secretarial, Administration or Office Management qualification is advantageous.
• 2–3 years’ relevant admin/secretarial experience in hospital/maintenance/technical environment.
• Computer literacy with Word, Excel and Outlook.

Responsibilities

• Provide efficient administrative and secretarial support to the Maintenance Department.
• Manage electronic diaries, appointments, meetings and minutes.
• Screen and manage calls, emails and correspondence.
• Receive, allocate and track job cards with follow-up.
• Liaise with contractors, suppliers and service providers for maintenance and repairs.
• Maintain filing systems, asset registers, stock records and equipment checklists.
• Conduct daily stock and asset control processes.
• Manage Kronos staff timecards including leave, standby and overtime.
• Assist with procurement, supplier liaison, orders and invoices.
• Manage contractor access, visitor stickers and registers; prepare correspondence.

Skills

Administrative skills

Communication skills

Attention to detail

Minute taking

Time management

Data capture and record keeping

Coordination and problem-solving

Liaison with contractors

Independent and team work

Confidentiality

Education

Grade 12 / Matric

Secretarial / Administration qualification

Tools

MS Word

MS Excel

MS 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