We are looking for a secretary role to a well established company on a 6-month contract.
Location: Ficksburg
JOB REFERENCE: TC745587HY
Job Role/Purpose:
Working in a team of secretarial staff to deliver a professional secretarial service to senior members of staff in accordance with agreed standards.
- Day to day management of multiple email accounts, diaries, appointments, correspondence, and telephone calls, ensuring that important issues are appropriately actioned.
- To provide an efficient documentation production service for senior staff. This includes preparation of correspondence and other documentation (including briefings, presentations, agendas, invitations, minutes, and action logs of meetings) ensuring that they contain relevant and accurate information.
- Attendance at meetings and briefings to take minutes and/or actions as directed by senior members of staff.
- Provide resilience to peers within the team of secretarial staff so ensuring continuity of a professional administrative/secretarial service.
- Ensure requests received through the Case Management Tool are actioned, updated, and closed in accordance with agreed Service Level Agreements.
- Maintain an efficient filing system, storing and organising all paperwork and documents which will enable easy retrieval by all Secretaries when required.
- May be required to attend meetings outside of Durban with Senior Officer to take minutes – requirement to be flexible.
- Provide administrative support to Staff Officers in relation to their force or national portfolios.
Work Experience:
- Previous experience working in a secretarial/PA role working at a high level within an organisation.
- Experience in a customer focussed environment.
- Previous experience of minute taking or dictation when required (shorthand is not essential but must have the ability to take coherent and accurate notes at speed).
Skills:
- Excellent keyboard skills.
- Excellent customer service skills with the ability to liaise and engage with senior members of staff and the public.
- Good understanding of IT packages such as Microsoft Office (including Excel/ Word and PowerPoint) and be fully conversant with Outlook / emails.
- Strong organisational skills with an ability to pay attention to detail.
- Ability to plan work, use initiative and meet tight deadlines.
- Ability to manage conflicting demands and prioritise tasks.
- Excellent communication skills.
- Respect and understanding for the need of confidentiality.
Hours: 9am to 5pm – Monday to Friday.
If you are interested in this role or want further discussion, please send Application to: vacancies@theconsult.co.za