Secretary of the Director of Corporate Services REF NO: S4.1/04/01 at Northern Cape Department: Transport, Safety and Liaison

REQUIREMENTS : A minimum of Grade 12 with typing as subject or any other training course / qualification that will enable the person to perform work satisfactorily.

DUTIES :

• Provide secretarial/receptionist support services to the Director. Receives telephone call and refers the calls to the correct role players if not meant for the relevant Manager. Records appointments and events in the diary of the Director. Types documents for the manager and other staff within the unit on a word processor. Operates office equipment like fax machines and photocopiers. Provide secretarial support services to the Directorate. Liaise with travel agencies to make travel arrangements. Checks the arrangements when the relevant documents are received.
• Arrangements and events for the manager and the staff in the Unit. Identifies venues, invites role players, organizes refreshments and sets up for meetings and events. Processes the travel and subsistence claims for the unit. Process all invoices that emanate from the activities of the work of the manager. Records basic minutes of the meetings of the manager where required. Drafts routine correspondence and reports. Does filling of documents for the manager and the unit where required. Administrative matters like the leave register and telephone accounts. Receives, records and distributes all incoming and outgoing documents. Handles the procurement of standards items like stationary, refreshment etc. Collects all relevant documents to enable the manager to prepare for meetings. Remains up to date with regard to prescripts/ policies and procedures applicable to her/his work terrain to ensure efficient and effective support to the Director. Studies the relevant Public Service and departmental prescripts/ policies and other documents to ensure that the application thereof is understood. Remains abreast with the procedures and processes that apply in the office of the Director.