Secretary: Veterinary Services at Free State Department: Agriculture and Rural Development

REQUIREMENTS :

• Grade 12 with typing as a subject or any other training course / qualification that will enable the person to perform the work satisfactorily. Computer literacy.

DUTIES :

• Provides a secretarial / receptionist support service to the manager.

This will, inter alia, entail the following:

• Receives telephone calls and refers the calls to the correct role players if not meant for the relevant Manager. Records appointments and events in the dairy of the manager. Type documents for the manager and other staff within the unit on a word processor. Operated office equipment like fax machines and photocopiers. Provides a clerical support service to the manager.

This will entail, inter alia, the following:

• Liaises with travel agencies to make travel arrangements. Checks the arrangements when the relevant documents are received. Arranges meetings and events for the manager and the staff in the unit. Identifies venues, invites role players, organises refreshments and sets up schedules for meetings and events. Process the travel and subsistence claims for the unit. Processes all invoices that emanate from the activities of the work of the manager. Records basic minutes of the meetings of the manager where required.
• Daft routine correspondence and reports. Do filing of documents for the manager and the unit where required. Administer matters like the leave registers, attendance registers and telephone account. Receives, records and distributes all incoming and outgoing documents. Handles the procurement of standard items like stationary, refreshments, etc. Collects all relevant documents to enable the manager to prepare for meeting. 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 manager.

This would, inter alia, entail the following:

• Studies the relevant Public Service and departmental prescripts / policies and other documents to ensure that the application thereof is understood properly. Remains abreast with the procedures and processes that apply in the office of the manager