Secretary

Job title: Secretary

About the Role The Secretary will provide secretariat and receptionist support to the Director in the Department of Land Reform and Rural Development. This entry-level role focuses on delivering efficient administrative and clerical support to enable the director and unit to operate effectively.

What You'll Do

• Provide a secretariat / receptionist support service to the Director.
• Receive telephone calls and refer them to the correct role players if not meant for the relevant senior manager.
• Record appointments and events in the diary.
• Type documents for the senior manager and other staff within the unit on a word processor.
• Operate office equipment (computers and photocopiers).
• Provide a clerical support service to the Senior Manager.
• Liaise with travel agencies to make travel arrangements.
• Check arrangements when relevant documents are received.
• Arrange meetings and events for the senior manager and the staff in the unit.
• Identify venues, invite role players, organise refreshments and 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 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 like leave registers and telephonic accounts.
• Receive, record and distribute all incoming and outgoing documents.
• Handle the procurement of standard items like stationery, 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 her / his 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 process that apply in the office of the senior manager.