Job summary

Location:
Armscor Building, Erasmuskloof, Pretoria, South Africa, Africa
Career Level:
Entry Level (Less than 2 years of Experience)
Education:
Job type:
Full time
Positions:
1
Salary:
R152 862 per year, Level 05
Apply before:
26 b, 2017

Senior Secretary in Armscor Building, Erasmuskloof, Pretoria, 26 May 2017

About this job

Senior Secretary in Armscor Building, Erasmuskloof, Pretoria, 26 May 2017.


Department_Of_Defence

*Job Description:

  • Provide secretarial and clerical support, record appointments and events and manage the dairy.
  • Receive telephone calls and refer to the correct role players.
  • Provide secretarial functions in board meetings.
  • Write/compile agendas, memos, letters and reports.
  • Deal with classified files and documents.
  • Arrange meetings, events and process travel and subsistence claims.
  • Process all invoices that emanate from the activities of work of the Chief Director/Director.
  • Liaise with travel agencies to make travel arrangements.
  • Check arrangements when relevant documents are received.
  • Prepare briefing and notes as required.
  • Maintain an effective filing system and manage routine documents for the directorate.
  • Collect, control and return files routed to members within the division.
  • Maintain a registry/control system for incoming and outgoing documents and post.
  • Track documents if required by means of a register.
  • Keep the relevant address list(s) up to date.
  • Manage and control the internet/intranet and fax facilities as well as receipt/transmission of documents via these mediums.
  • Download data from the internet, register and distribute in the directorate.
  • Ordering and purchase stationery.
  • Collect and compile all relevant documentation necessary to prepare for a meeting.
  • Coordinate logistical arrangements for meetings when required.
  • Coordinate all logistical arrangements for visitors visiting the office.
  • Keep updated with policy and procedures.
  • Manage and reconcile telephone accounts monthly.
  • Remain abreast with the procedures and processes that apply in the office.
  • Provide support to the Chief Director/Director regarding meetings, scrutinise documents to determine actions/information/other documents required for meetings.
  • Record all minutes/decisions and communicate to relevant role players and make follow ups on progress.
  • Prepare briefing notes for the Chief Director/Director as required.

*Requirements:

  • A minimum of Grade 12 (NQF Level 4).
  • Experience in rendering a support service to senior management will be an advantage.
  • Applicants with prior learning, either by means of experience or alternative courses may apply.

Special requirements (skills needed):

  • Thorough knowledge of Word, Excel and Power Point.
  • Ability to communication effectively (written and verbal).
  • Knowledge of all required policies and procedures.
  • Analytical and innovative thinking ability as well as problem 8 solving skills.
  • Excellent interpersonal skills.
  • Good telephone etiquette.
  • Outcome driven, focus on service delivery.
  • Good people skills.
  • Sound organisational skills and high level of reliability.
  • Ability to act with tact and discretion.
  • Self-management and motivation.
  • Must be able to obtain a confidential security clearance within a year

*How to Apply:

Department of Defence, Directorate Labour & Service Relations, Private Bag X161, Pretoria or may be hand-delivered to the Department of Defence, Armscor Building, Corner Nossob and Boeing Streets, Erasmuskloof, Pretoria.

*Contact Information:

Ms M.A. Smith

Tel no: (012) 355 5571

*Closing Date:

26 May 2017

*Additional Information:

(Applications received after the closing date and faxed copies will not be considered).