Job Purpose The purpose of the role is to render a secretarial support service to the Chief Director Minimum Requirements An appropriate three (3) year qualification (ideally in Office Administration/Secretarial) coupled with 6 - 12 months office administration/secretarial experience or Grade 12 with two (2) years' experience in the field of secretarial / office administration.
Experience in writing memos and taking minutes.
Knowledge of the MS Office package, with experience in word processing, Outlook, Power Point and Excel ( Which may be assessed if need be.)
Responsibilities Provide a clerical support service to the Chief Director: Liaise with travel agencies to make travel arrangements.
Checks the arrangements when relevant documents are received; Arrange meetings and events for the Chief Director.
Identifies venue, invites role players, organises refreshments and sets up schedules for meetings and events; Process the travel and subsistence claims for the unit; Process all invoices that emanate from activities of the work of the Chief Director; Record basic minutes for the meetings of the Chief Director where required; Draft routine correspondence and reports; Does filing of the documents for the Chief Director and the unit where required; Administer matters like leave forms, leave registers and telephone accounts; Handle the procurement of standard items like stationery and refreshments; Collect all relevant documents to enable the Chief Director to prepare for meeting Provides a secretarial/receptionist support service to the Chief Director: Receive telephone calls and refers the calls to the correct role players if not meant for the Chief Director; Record appointments and events in the diary for the Chief Director; Type documents for Chief Director; Operate office equipment like fax machines and photocopiers; Remains Up to date with regards to prescripts/policies and procedures applicable to his/her work terrain Study the relevant Public Service and departmental prescripts/policies and other documents to ensure that application thereof is understood properly; Remain abreast with the procedures and processes that apply in the office of the Chief Director.