SECRETARY (EE)
Location: Pretoria East
Total Cost of Employment (TCOE): R283 462.27 per annum
Starting Date: January 2022
Grading System: Job Grade 12
Closing Date: 30 November 2022
Application Instruction:
Email CV in a word format and cover photograph (head and shoulders) in colour (as you look in the work place)
Our client wishes to appoint an energetic and competent Secretary at its head office in Pretoria East. The ideal candidate must have access to fast reliable uncapped internet for remote working as this may be required.
This position is responsible for general administrative tasks, focusing on processing, drafting, editing, formatting, control and preparing documents and reports for meetings and other purposes. Further key responsibilities include standardisation, preparation, editing, compiling and combining of documents, personnel administration, administration regarding meetings which includes travel and accommodation arrangements, as well as financial administration, which amongst others include generation of purchase orders and tracking cash flow
QUALIFICATIONS
Essential
- Grade 12 Senior Certificate
- Formal qualification in office administration, secretarial work, or related training would be advantageous.
- Additional education or certificates to show excellent computer literacy on all Microsoft Office platforms (Advanced Word, Excel, PowerPoint, Outlook, SharePoint)
JOB RELATED EXPERIENCE
SPECIFIC JOB SKILLS
The successful candidate must have the following skills and competencies:
- Advanced proficiency in managing documents and spreadsheets;
- Ability to liaise internally and externally on administrative matters;
- Observing the best office business practices and etiquette;
- Professional communication skills, both written and verbal;
- High degree of accuracy;
- Excellent interpersonal skills;
- Exceptional filing, recordkeeping, and organizational skills;
- Have attention to detail;
- Ability to work as part of a team as well as without supervision;
- Manage his/her own workload efficiently and effectively;
- Must be able function well under pressure;
- Equal ability and fluency in Afrikaans and English; and
- Strong numeracy efficiency.
KEY DUTIES AND RESPONSIBILITIES
Communication and relationship management
- Effective communication and distribution of information using SharePoint, Sway, Teams, and Outlook.
- Effective coordination and managing appointments, meetings and conference room and venue bookings.
- Provide support to Management.
General administration
- Implementation and maintenance of the company’s administration system
- Correcting, editing and ensuring the layout and preparation of documents are up to standard.
- Proper and effective filing and naming of documents
- Professional and timely combining and compiling of documentation for meetings and other requests
Document control
- Professional preparation, standardising, and finalising of all types of documentation in approved document format, i.e., forms templates etc. to ensure tracking and tracing
Human Resources administration
- Updating of Personnel Information sheet as required.
- Sourcing, recording, and filing of all documents related to appointment of employees.
- Assistance with, follow-up, and receipt of signed Job Descriptions and Performance Management Contracts of new appointments and / or changes regarding status / authorisations of staff.
- Follow-up and filing of monthly probationary period reports
- Provide support and assistance regarding letters to staff, as well as the sending thereof.
- Timely follow-up, receipt, and verification of annual Performance Management Contracts
- Confidential control, sending, receiving, checking, and follow-up of 360° questionnaires, as well as internal evaluations
- Record keeping, follow-up and reporting to Managing Director regarding ACE test results.
- Support and compilation of documentation regarding statutory / other requirements, i.e., EE reporting, B-BBEE assessments, AgriSETA ATR and WSP reporting etc.
Financial Management administration
- Communicate with service providers in obtaining quotes, tax invoices, B-BBEE certificates, request payments etc.
- Performing basic bookkeeping tasks such as generation of purchase orders
- Cash flow tracking – capturing of income and expenses on cash flow system
- Purchasing of office supplies, equipment, and consumable stock
- Ensure contractual agreements, such as lease agreements, have been received for the new financial year and follow-up where outstanding.
- Assist with completion of credit applications.
- Handle travel related bookings, purchase orders, cost recovery and the communication thereof. Generating purchase orders for the processing of credit card expenses and receipts in respect of Managing Director and Technical Manager.
- Processing of invoices, claims, and expenses after meetings (inter-companies) and / or any day-to-day expenses incurred.
- Correct distribution of any costs incurred.
- Provide effective and timely support to the Bookkeeper and Payroll Administrator, Technical Manager and Managing Director and staff.
Correspondence will be entered into with short-listed candidates
If you have not received a reply within 3 week please consider your application unsuccessful
