Job Description

Shukela Training Centre: Divisional Secretary (B4)

The Shukela Training Centre has a permanent vacancy for a Divisional Secretary, basedinMount Edgecombe, KwaZulu Natal.

The Shukela Training Centre (STC) is a well-regarded training institution, established about 50 years ago, that delivers high quality agricultural and engineering training to learners in the sugar industry and other industries. STC has a permanent employment opportunity for a Divisional Secretary, reporting to the General Manager.

The successful incumbent will be responsible for efficient secretarial service to the Shukela Training Centre and General Manager.

Duties and Responsibilities:

• Providing an efficient and professional front-line service for the Shukela Training Centre
• Manage the reception area (Switchboard, walk in clients/ visitors, handle mail and distribution of deliveries)
• Secretarial functions include screening of incoming telephone calls, typing and sending of correspondence as directed by the General Manager, distribution of agendas and minutes of various committee meetings, including the Shukela Training Centre Committee, handle travel (flights and car hire) and accommodation arrangements for the General Manager and other Managers as well as for the rest of STC employees, managing bookings of various meeting rooms including the STC Boardroom, Auditorium, and the Conference room for both internal and external stakeholders
• Manage the diary of the General Manager
• Manage scheduled meetings with external stakeholders and arrange venues and refreshments when required
• Assist with organizing internal functions (Annual open days, year-end functions, graduation ceremonies and any adhoc functions)
• Act as Secretary in all STC Management Committee Monthly Meetings as well as other internal Committees' meetings, like the monthly Health and Safety Committee Meetings as well as the Quality and Moderation Committee Meetings
• Assist with submission of documents to the Executive Committee, STC Committee and SASA Council
• Responsible for updating STC Committee members' list as new nominees' names are received from time to time from SASA Governance, towards ensuring that agendas and minutes are sent to correct industry nominees
• Ensuring that confidentiality and effectiveness of all department tasks and objectives are maintained
• Responsible for efficient document management using the STC site on the SharePoint Platform
• Supporting the various services provided by the Shukela Training Centre
• Log relevant calls with IS and TFS (SASA's Facilities Management Company) for the STC employees
• Sending learner time sheets and reports to their companies weekly when requested
• Posting and capturing of learner certificates

Minimum Requirements:

Education and Experience:

• A clear credit and no criminal record
• A three-year recognized Secretarial Diploma with a minimum of three years' relevant experience in a corporate environment
• Computer Literacy and ability to use Microsoft Office, Excel etc

Skills, Knowledge, and Qualities:

• Excellent verbal and written communication skills, supported by an ability to interact with internal and external stakeholders at different levels within the industry
• Ability to work calmly under pressure within stringent deadlines
• Excellent planning and prioritizing skills as well as efficient document management skills
• Excellent telephone etiquette

Salary:

• Market Related

Important to Note: The closing date for all applications is the 26th January 2024

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