Secretary - Durban at Durban University of Technology

Minimum Requirements:

• NQF level 6 qualification in Secretarial/Office Management or related field.
• Minimum 5 years’ experience in a busy office environment.
• At least 1 year’s secretarial experience in a tertiary institution (ideal).
• Knowledge and understanding of the systematically arranged collection of computer data, structured so that it can be automatically retrieved or manipulated.
• Knowledge of reporting tools and concepts.

Summary of Duties (but not limited to):

• Manages the Senior Director’s diary, e.g. confirms daily schedule and workplan and arranges appointments in time effective manner.
• Types correspondence, reports and presentations, including layout and formatting.
• Sorts, records, distributes and/or redirects incoming mail specifically, provides clients with background information and/or supporting documentation pertaining to items requiring attention.
• Organises meetings and provides support with relevant background information pertaining thereto.
• Distributes information, circulars, reports, etc., as directed, to Senior Director.
• Provides a secretarial service to relevant meeting whenever required to do so, e.g. Management Committee.
• Distributes Agendas including relevant documentation; records, compiles and distributes Minutes of meetings.
• Provides telephonic support by screening/redirecting and/or responding to incoming calls.
• Takes messages and provides necessary information in response to queries as required.
• Organises travel/accommodation arrangements for Senior Director and staff in accordance with DUT procedures, e.g. attendance at external seminars, conferences, etc.
• Organises functions as required by the Senior Director’s office.
• Acts as a first line station regarding queries from staff, students, public and industry.
• Assists with or redirects queries to relevant person(s).
• Receives and welcomes guests/visitors on behalf of the Senior Director
• Sets up and maintains an efficient filing, record-keeping and information retrieval system.
• Designs and compiles relevant institutional forms/pro formas as required.
• Compiles office budget for approval by Senior Director.
• Coordinates and consolidates reports on behalf of the Senior Direcotr’s office
• Maintains sound relationships with staff, colleagues and students and contributes to team effort, e.g. ensures staff are kept fully informed/up-to-date on relevant administrative/staffing procedures.