Secretary/ Receptionist Job Opportunity - Jobs in South Africa

Secretary/ Receptionist Job Opportunity

Posted on :

14 Jan, 2014

Category :

Administrative Jobs in South Africa, Receptionist Jobs in South Africa

SENIOR SECRETARY PROVINCIAL MANAGER, REF NO: HRMC 1/14/11

SALARY LEVEL : A basic salary of R212 106 to R249 849 per annum (Level 8). In addition, a
 range of competitive are offered.
CENTRE : Gauteng, Provincial Manager’s Office: Braamfontein

REQUIREMENTS :
A 3 year Degree/Diploma in Public Management/Administration/Social Science or an
NQF level 6 qualification in the related field with 1-2 years’ relevant experience of
which 1 year must in a Secretarial and Administration environment and/or a Grade 12
certificate 3-5 years’ relevant experience of which 3 years must be in a Secretarial
and Administration environment • Sound interpersonal skill • Honesty and integrity •
Basic Computer Literacy and Numeracy • Good written and verbal communication
skills • Analytic thinking • Planning and organizing skills • Problem solving • Verbal
and written communication • Financial administration • Good Interpersonal Skills •
Attention to detail • Clerical and administration • Ability to multi Task • Teamwork •
Record and time management • Willingness to work extended hours including
overtime • weekends and shifts are critical.
DUTIES :The successful candidates will be responsible for amongst others the following
specific tasks:
Provides a secretarial/receptionist support service to the Provincial manager •
Receive telephone calls in an environment where, in addition to the calls for the
senior manager, discretion is required to decide to whom the call should be
forwarded to • Perform advanced typing work • Operate and ensure that office
equipment, e.g. fax machines and photocopier are in good working order • Records
the engagements of the senior manager • Utilizes discretion to decide whether to
accept/decline or refer to other employees requests for meetings, based on the
assessed importance and urgency of the matter • Coordinates with and
sensitizes/advises the manager regarding engagements . Compile realistic
schedules of appointments • Render administrative support services • Ensure the
effective flow of information and documents to and from the office of the manager •
Ensure the safekeeping of all documentation in the office of the manager in line with
relevant legislation and policies • Obtains inputs, collates and compiles all relevant
reports as instructed by the manager: Scrutinises routine submissions/reports and
makes notes and/or recommendations for the manager • Respond to enquiries
received from internal and external stakeholders • Drafts documents as required •
Do filing of documents for the manager and the unit where required • Collect,
analyse and collate information requested by the manager • Clarifies instructions
and notes on behalf of the manager • Ensures that travel arrangements are well
coordinated • Prioritise issues in the office of the manager • Manage the leave
register and telephone accounts for the unit • Handles the procurement of standard
items like stationary, refreshments etc for the activities of the manager and the unit •
Obtain the necessary signatures on documents like procurement advice and
monthly salary reports • Provide support to the Provincial Manager regarding
meetings • Scrutinise documents to determine actions/information/other documents
required for meetings • Collect and compile all necessary documents for the
manager to inform him/her on the content • Record minutes/decisions and
communicates to relevant role players and follows up on progress • Prepare briefing
notes for the manager as required • Coordinate logistical arrangements for meetings
when required • Support the manager with the administration of the manager’s
budget • Collect and coordinate all the documents that relate to the manager’s
budget Assists the manager in determining funding requirements for purposes of
MTEF Submissions • Keep record of expenditure commitments, monitors
expenditure and alerts manager of possible over and under spending • Checks and
correlates BAS reports to ensure that expenditure is allocated correctly. Identifies
the need to move funds between items, consult with the manager and compiles
draft memos for this purpose

ENQUIRIES
 : Mapaseka Kau 011 242 9000

APPLICATIONS : Kindly ensure that the relevant reference number is quoted and applications are
 directed to the relevant province as indicated below:
Gauteng Province: Postal address: Private Bag X108, Braamfontein, 2017
 Physical address: 3rd Floor, Mineralia Building, Cnr De Beer and De Korte Street
 Braamfontein, 2017

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closing date 24 January 2014

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