Job Description

Provide professional secretarial, administrative & support to the WDC team.1. Co-ordination of departmental communication

• Liaise between managers, team and other teams
• Follow-up on responses and reports from managers
• Handle and screen all incoming telephone calls and respond appropriately
• Attend to normal telephonic enquiries
• Manage in- and outgoing faxes
• Manage in-and outgoing post
• Department communication
• Coordination of training and orientation
• Periodically provide systems training to newly appointed managers

2. Perform secretarial duties and administration

• Manage the Heads diary
• Prepare, manage and control the departmental budget
• Prepare, manage and consolidate reports on S-drive
• Responsible for the managing the liaison with Marketing and Sales Support Intelligence (MSSI) and the Human Resources Department
• Prepare documentation e.g. reports, presentations and memos
• Assist with the collation of supervision documents to ensure records are submitted to Head and HR on time (CPD, Digisus, Signify deadline)
• Draft letters
• Distribute documentation e.g. reports and memos
• Compile and co-ordinate departmental events
• Photocopy documents
• Liaise with internal and external stakeholders and executives, directors, committee members and others, where appropriate
• Assistance with the organisation of internal and external meetings prior to and during the event
• Coordinate arrangements for visitors, as necessary
• Preparation for meetings: Preparation of meeting packs (agenda, minutes and other required material)
• Take minutes at meetings and distribute minutes where necessary
• Make travel and accommodation arrangements when required

3. General office administration

• Maintain files and record keeping systems
• Order appropriate stationary for office
• Ensure office have sufficient groceries
• Ensure photocopier- and fax machine is in working order for all to use
• Logging of Service Desk requests to the Facilities and IT departments
• Ensure payment of all service provider
• Assist with adhoc duties

FORMAL EDUCATION

• Matric
• Secretarial Diploma

?TECHNICAL/LEGAL CERTIFICATION

• Advanced MS Office Outlook, Excel, Word, PowerPoint (Intermediate)

?EXPERIENCE

• 2 years as a PA/Admin Support

Closing date: 15 June 2024

Assupol