To provide and co-ordinate administrative, secretarial services and activities of a highly responsible and confidential nature for the Executive Manager: Corporate services.
Key Performance Areas (KPA's)
Administrative Support to the Executive Manager: Corporate services
- Coordinate and organise the Executive Manager: Corporate service's diary daily.
- Arrange appointments, meetings and travel/accommodation and reservations so that there is effective use of Executive Manager: Corporate service's time.
- Plan and schedule meetings, conferences, teleconferences.
- Communicate with the Executive Manager: Corporate services and establish critical priorities for diary scheduling purposes.
- Assist the Executive Manager: Corporate services with personal tasks.
- Collate meeting documentation when required and provide to the Executive Manager: Corporate services prior to scheduled meetings.
- Interact with all stakeholders concerned.
- Professionally and effectively screen incoming telephone calls, taking detailed messages, attending to telephone queries on behalf of the Executive Manager: Corporate services.
- Professionally and effectively manage e-mail correspondence.
- Receive and track incoming documentation for signature.
- Compile the Executive Manager: Corporate services claim forms to be approved and processed by Finance.
- Assist where necessary as requested by the Executive Manager: Corporate services.
- Attend meetings when required and take the minutes/notes of meetings, type and circulate, so that records are available on request.
- Prepare routine correspondence and compile data, statistics and other information.
- Maintains the Executive Manager: Corporate servicescorrespondence/ information and recordkeeping system and accesses records of discussions, instructions and correspondence.
- Back up the Executive Manager: Corporate service's electronic documents on a regular basis.
- Provide administrative and support as well as maintain records and statistics.
- Attend to incoming and outgoing telephone calls.
- Process incoming and outgoing mail/faxes/e-mails/memos.
- Receive visitors and guests, and direct them to relevant staff.
- Maintain records management system.
- Logistical arrangements, including accommodation, catering, venues and travel for the Executive Manager: Corporate servicesand Office of the Executive Manager: Corporate servicesemployeesGeneral Clerical duties
- Develop and maintain a general filing and retrieval system.
- Monitor and control office stationery.
- Type documents and letters as requested.
- Distribute letters and documents for the office of the Executive Manager: Corporate services.
- Prepare mail and submit for postage.
- Handle and distribute incoming post/mail
- Photocopy, collate and distribute documents when required.
- Process requisitions for payments, accommodation, travel, etc.
- Relevant certificate/Diploma NQF 6 equivalent
- At least 2 years of administration experience
- Computer skills (MS Office), Planning and organising skills.
- See above spec
