Position :<\/b>\u00a0Secretary Secretarial X1(Internal)<\/p>\n
Task Grade :<\/b>\u00a0T07<\/p>\n
Area of Speacialization :<\/b>\u00a0Customer Networks Business<\/p>\n
Department :<\/b>\u00a0SHEQ<\/p>\n
Business Unit :<\/b>\u00a0Networks and Customer Service<\/p>\n
Location :<\/b>\u00a0South Africa (Northern Cape)<\/p>\n
Reference Number :<\/b>\u00a0Kimberley 49151544MH<\/p>\n
Closing Date :\u00a0<\/b>2014\/03\/18<\/p>\n
<\/p>\n
Minimum Requirements<\/b>
\n\u2022 Qualification:
\n\u2022 Secretarial Diploma
\n\u2022 Valid drivers license – (Code 08)<\/p>\n
\u2022 Experience:
\n\u2022 5 Years related experience<\/p>\n
<\/p>\n
Skills and Competencies<\/b>
\n\u2022 Reliable & honest
\n\u2022 Confidential
\n\u2022 Organizational skills
\n\u2022 Immaculate appearance
\n\u2022 Good communication skills
\n\u2022 Good telephone etiquette
\n\u2022 ability to take instructions and carry them out
\n\u2022 Ability to type speedily and accurately
\n\u2022 Computer literacy with relevant approved packages
\n\u2022 Sound Interpersonal skills
\n\u2022 Customer interface training
\n\u2022 Administrative skills
\n\u2022 Time Management<\/p>\n
<\/p>\n
Key Responsibilities<\/b>
\n\u2022 1. Controlling access to middle management \/ executive by:35%
\n\u2022 1.1. Acting as a first point of contact in the middle management \/executive\u2019s office for both internal and external clients.
\n\u2022 1.2. Screening telephone calls, enquiries and requests, and handling them when appropriate;
\n\u2022 1.3. Resolving and redirecting queries to relevant management staff in the lines of reporting and DOA
\n\u2022 1.4. Meeting and greeting visitors to the middle manager\u2019s \/ executive\u2019s office at all levels of seniority.
\n\u2022 1.5. Enforcing protocol where necessary inline with DOA
\n\u2022 2. Documentation and office organisation by:20%
\n\u2022 2.1. Analysing documentation and preparing for middle manager\u2019s \/executive\u2019s meetings
\n\u2022 2.2. Briefing the middle manager \/ executive of areas of importance ensuring the executive is well-prepared for meetings;
\n\u2022 2.3. Following up on decisions affecting the middle manager \/ executive\u2019s meetings including their implementation
\n\u2022 2.4. Dealing with incoming email, faxes and post, often corresponding on behalf of the middle manager \/ executive
\n\u2022 2.5. Devising and maintaining office systems, including data management, filing, etc.;
\n\u2022 2.6. Organising and maintaining diaries and making appointments
\n\u2022 2.7. Taking dictation and minutes in line with middle manager\/executive\u2019s requirements
\n\u2022 2.8. Producing documents, briefing papers, reports and presentations
\n\u2022 2.9. Organising and coordinating meetings and conferences
\n\u2022 3. Supplier, Staff and Client Liaison by:20%
\n\u2022 3.1. Liaising with clients, suppliers and other staff on matters affecting the middle manager\u2019s \/ executive\u2019s office;
\n\u2022 3.2. Delegating work to staff in the middle manager\u2019s \/ executive\u2019s absence and following up on delegated work.
\n\u2022 3.3. Arranging travel and accommodation and, occasionally, travelling with the middle manager \/ executive to take notes or dictation at meetings
\n\u2022 3.4. Providing general assistance during presentations.
\n\u2022 3.5. Setting up accommodation and entertainment arrangements for company visitors
\n\u2022
\n\u2022 4. Coaching and Training:15%
\n\u2022 4.1. Providing training and coaching newly appointed and junior administrative support staff in the business
\n\u2022 4.2. Liaising with relevant secretarial training institutions
\n\u2022 4.3. Supervising junior administrative support staff on projects
\n\u2022
\n\u2022 5. Research and projects for the executive\u2019s office by:10%
\n\u2022 5.1. Peforming background research and preparing findings for presentation
\n\u2022 5.2. Carrying out specific projects and research in line with middle manager\u2019s \/ executive \u2018s requirements
\n\u2022 5.3. Monitoring the accounts and budgets for the middle manager \/ executive \u2018s office;<\/p>\n
<\/p>\n