Snr Secretary

Position Purpose :

To provide a full administration and secretarial service of a highly confidential and responsible nature to the Infrastructure

Manager, Infrastructure department including general administrative support of office projects.

Position outputs :

Provide an efficient comprehensive administrative service to the Infrastructure Manager timeously to ensure that the office

runs professionally and resources are optimally utilised

Provide a high level of front line service by acting as a first point of entry, screening telephone calls, correspondence and or
visitors, attend to enquiries and furnish appropriate information

Undertake the general administration of the infrastructure departmental meetings, compilation of agendas and minutes and
ensuring that documentation is prepared and circulated prior to the deadlines/dates for validation
Manage the time and diary commitments of the Infrastructure Manager to ensure accessibility and availability for confirmed
invitations and keep relevant stakeholders informed of the daily/monthly schedules
Setup and type from material available, letters, reports and presentations in a prescribed format but using some individual
judgement/discretion
Manage travel arrangements and accommodation for the Infrastructure Manager in accordance to the company policies and
procedures
Setup and maintain an efficient filing system and information retrieval system in the office to ensure that all
documentation/information is managed properly in terms of identification, registration, approval, distribution and filing
Capture and maintain all information on SAP system to data accuracy
Check expense claims or payment documentation to ensure that the documents are complete, properly authorised,
allocated the correct cost centre number prior to forwarding them to finance department for processing in accordance to
company policy

Perform minor housekeeping duties (organise conference rooms, equipment, parking etc.)
Qualifications & Experience :
Diploma in administrative/secretarial or equivalent qualification is required
2-3 years’ experience as a Secretary in management environment
Ability to cope with large workload
Ability to work under pressure and meet deadlines
Competencies :

KNOWLEDGE:
Basic budget and financial principles
Telephone etiquette
Transnet travelling policy
Archiving and filing system
Administration principle, standard and processes
MSWord/Excel/Access/ Powerpoint
SKILLS:
Exceptional communication (verbal & written)
Typing skills (must have passed the applicable typing test)
Planning and organising
Decision making
Time management
Computer
Filing
Negotiating
BEHAVIOURAL ATTRIBUTES:
Integrity
Flexible
Service oriented
People oriented
Results oriented
Confidentiality
Attentive to detail
Change resilience

Job ID : , #33, 30 views,

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