Secretary to Chief Director Finance

SUMMARY:
Job Purpose

The purpose of the role is to render a secretarial support service to the Chief Director

POSITION INFO:
Minimum Requirements

• An appropriate three (3) year qualification (ideally in Office Administration/Secretarial) coupled with 6 - 12 months office administration/secretarial experience or
• Grade 12 with two (2) years’ experience in the field of secretarial / office administration.
• Experience in writing memos and taking minutes.
• Knowledge of the MS Office package, with experience in word processing, Outlook, Power Point and Excel (Which may be assessed if need be.)

• Liaise with travel agencies to make travel arrangements. Checks the arrangements when relevant documents are received;
• Arrange meetings and events for the Chief Director. Identifies venue, invites role players, organises refreshments and sets up schedules for meetings and events;
• Process the travel and subsistence claims for the unit;
• Process all invoices that emanate from activities of the work of the Chief Director;
• Record basic minutes for the meetings of the Chief Director where required;
• Draft routine correspondence and reports;
• Does filing of the documents for the Chief Director and the unit where required;
• Administer matters like leave forms, leave registers and telephone accounts;
• Handle the procurement of standard items like stationery and refreshments;
• Collect all relevant documents to enable the Chief Director to prepare for meeting

• Receive telephone calls and refers the calls to the correct role players if not meant for the Chief Director;
• Record appointments and events in the diary for the Chief Director;
• Type documents for Chief Director;
• Operate office equipment like fax machines and photocopiers;

• • Study the relevant Public Service and departmental prescripts/policies and other documents to ensure that application thereof is understood properly;
  • Remain abreast with the procedures and processes that apply in the office of the Chief Director.