Secretary - Glen Vista at Rand Water

Job Advert Summary    

• Rand Water is currently looking for a candidate to give secretarial and administrative services to the Strategic Customer Partnerships Department. The candidate will be responsible for record keeping, scheduling ofmeetings, taking minutes, communicating and coordination with stakeholders and customers.

Minimum Requirements    

• Matric
• Secretarial diploma or equivalent.
• An advanced secretarial diploma or a recognized qualification in public relations will serve as an added advantage
• 5-10 years Senior Secretarial / Personnel Assistant experience
• Strong communication skills
• Computer Literate and proficient (Excel, Word, SAP, Outlook, Data capturing, CRM)
• Good record keeping
• Thorough filing, record keeping and document control
• Well-developed interpersonal skills

Primary Duties    

• Handle tasks, correspondence and issues as delegated and requested by the Manager SCP.
• Follow up outstanding issues on behalf of the Manager SCP.
• Obtain approval signature from the Manager SCP on relevant documentation and forward to originator.
• Set up and/or receive appointments, meeting and function dates on behalf of the Section Head
• Ensure the smooth running of the Department’s administration work i.e., correspondence and general office admin
• Prioritize work requirements and requests
• Type formal correspondence, and return to originator for approval. Obtain necessary attachments.
• Do all requests for stationary and related procurement.
• Check mileage calculations on travel claims for the Department’s personnel.
• Maintain and update filing system
• Responsible for maintaining of all records including contracts.
• Liaise with internal and external customers / stakeholders professionally and information received treated confidentially.
• Messages and requests forwarded to relevant person either verbally or electronically (via E-mail) and ensure that queries and information requests are communicated back to the customer promptly
• Liaise with personnel from various offices
• Comply with all relevant SHE legislation and Quality Management System – ISO 9001:2008
• Keep an accurate daily staff attendance register
• Ensure all leave is captured by the Department’s personnel

Knowledge    

• Computer Literacy in MS Office is essential with the emphasis on Word, Excel, Power Point and Outlook.
• SAP will be an advantage.
• Accurate Minute Taking
• Filing / Record Keeping

Skills    

• Typing
• Dictaphone usage
• Interpersonal Skills
• Attention to detail
• Telephone etiquette
• Excellent administrative skills
• Good organizational skills
• Good communication skills
• Ability to work under pressure to tight deadlines

Attitude    

• Customer Orientation
• Highly motivated and high energy levels
• Maintain confidentiality AT ALL TIMES
• Self-organized

Closing Date    
2023/06/15