Secretary
Retail
Minimum Requirements
- Applicants must be in possession of a Grade 12 Certificate (NQF 4).
- No experience required.
- Job related knowledge: Knowledge of the relevant legislation/policies/prescripts and procedure.
- Telephone etiquette.
- Basic knowledge of financial administration.
- Job related skills: Sound organizational skills.
- Computer literacy (MS Office).
- Good interpersonal relations.
- High level of reliability.
- Written commination skills.
- Language skills.
- Ability to communicate well with people at different levels and from different backgrounds.
- Ability to do research and analyze documents situations.
- Ability to act with tact and discretion.
- Good grooming and presentation.
- Self-management and motivation.
- Ability to work long extended hours.
Responsibilities
- Provide secretarial / receptionist support service to the Director.
- Receive telephone calls and refer the calls to the correct role players if not meant for the relevant senior manager.
- Record appointments and events on the diary.
- Type documents for the senior manager and other staff within the unit.
- Operate office equipment e.g.
- Fax machine and photocopiers.
- Provide clerical support services to the senior manager.
- Liaise with travel agencies to make travel arrangements.
- Check the arrangements when relevant documents are received.
- Arrange meetings and events for senior manager and employees in the unit.
- Identify venues, invite role players, organise refreshments, set up schedules for meetings and events.
- Process the travel and subsistence claims for the unit.
- Process all invoices that emanate from the activities of the work of the senior manager.
- Record basic minutes of the meetings of the senior manager where required.
- Draft routine correspondence and reports.
- Do filing of documents for the senior manager and the unit where necessary.
- Administer matters such as leave registers and telephone accounts.
- Receive, record and distribute all incoming and outgoing documents.
- Handle the procurement of standards items such as stationary, refreshments etc.
- Collect all relevant documents to enable the Director to prepare for meetings.
- Remain up to date with regard to prescripts / policies and procedures applicable to the work environment to ensure efficient and effective support to the senior manager.
- Study the relevant Public Service and the departmental prescripts / policies and other documents to ensure that the application thereof is understood properly.
- Remain abreast with the procedures and processes that apply in the office of the senior manager.
