Senior Secretary Grade II at South African Department of Defence

REQUIREMENTS :

• A minimum of Grade 12/NQF Level 4. Secretarial experience will be an advantage.
• Special requirements (skills needed): Language skills and the ability to communication well with people at different levels.
• Computer literate (MS Word, Excel and Power Point) and good telephone etiquette. Sound organisational skills.
• Good inter-personal skills. High level of reliability. Good communication skills. Ability to act with tact and discretion. 

DUTIES :

• Provide a secretarial support service to the Chief Director. Receive telephone calls and refers the calls to the correct role. Record appointments and events in the dairy of the Chief Director. Operate office equipment like fax and photocopying machine.
• Liaises with travelling agencies to make travelling arrangements for Chief Director. Processes travel and subsistence claims for Chief Director.
• Follow up the arrangements and discuss with the Chief Director when the relevant documents are received to ensure that the Chief Director endorsed the accommodation prior confirmation. Arrange meetings and events for Chief Director. Book venues, invites role player, organise refreshments and set up schedules for meetings and events.
• Process all invoices that emanate from activities of the work of the Chief Director. Records basic minutes of the meetings of the Chief Director. Draft routine correspondence and reports.
• Establish and maintain filing system in the office of the Chief Director. Administers matters like the leave for the Chief Director. Handle the procurement of standard items like stationary, refreshments etc. Collect all relevant documents to enable the Chief Director to prepare for meetings.
• Manage the correspondences in and out of the Chief Director’s office. Ensure that documents submitted for the Chief Director’s approval adhere to set norms and standards. Remain abreast with the procedures and processes that apply in the DOD to ensure efficient and effective support to the Chief Director. Study the relevant Public Service and departmental prescripts/policies and other documents to ensure that the application thereof is understood properly.