Senior Secretary (Hay Level 12/C1) (Internal & External) at NECSA

Key Performance Areas

• Ensure the Senior Manager is appropriately briefed prior and updated on the context of meetings, as well as the input and actions required so that he/she is in a position to appropriately respond to any matters that may arise.
• Manage all incoming and outgoing correspondence and phone calls of the Senior Manager, to ensure that these are disseminated to the relevant stakeholders and appropriate action is taken.
• Monitor and confirm that action lists arising from meetings are executed and feedback provided as required so that the management is well informed with regards to resultant progress of action points and can address any issues that may arise.
• Coordinating travel arrangements for the Senior Manager, his management team for local and international business visits, including making reservations and arranging itineraries.
• Providing administrative support to the Senior Manager and his/her management team by organising a wide variety of activities and events such as appointments, meetings, facility usage, exhibitions, workshops, managing calendars, arranging access to Necsa for visitors etc.
• Keep track of D&D DMRE submissions in line with the Policy Procedure on the management of Nuclear Liabilities Arising from Past Strategic Nuclear Facilities
• Manage the D&D DMRE submissions in line with the internal governance structure to ensure that submissions are made on time
• Maintaining databases of key contact information for internal and external stakeholders and regularly revise/update.
• Maintains a wide variety of manual and or electronic documents files and records (e.g. DMRE D&D Correspondence, contractual agreements, important registers, budget data, meeting notes, work order requests, employee records, financial records, periodic management reports, etc.)
• Processes documents and materials (e.g. invoice payments, internal costs recoveries, incoming communications, internal works orders, proof of payments, disciplinary referrals, staff records, etc.) for the dissemination information in compliance with administrative guidelines and/or regulatory requirements.
• Prepare procurement memo for the SM Office to procure supplies and materials (taking into consideration budgetary requirements and availability) so that availability of required items are maintained at adequate levels.
• Prepares and or review a variety of documents (e.g. correspondence, agendas, minutes, event programs, bulletins, management reports, contracts, etc.)
• Generate workflows for travelling, procuring etc.
• Responds to a variety of inquiries from a variety of internal and external stakeholders (e.g. DMRE, staff, customers, internship students, regulatory bodies, Union Representatives, Accreditation Bodies, etc.)
• Liaise and interact with relevant stakeholders internally and externally, conveying messages accurately, professionally, and courteously, whilst maintaining the required level of confidentiality and protocol to ensure that all parties are appropriately informed.
• Communicate general messages from the Senior Manager to departmental staff per email when required to ensure all staff are kept informed about departmental matters.
• Undertake periodic BBS observations, Quality Management Activities and OHS activities as assigned so that required level of compliance and conformity is achieved.

MINIMUM QUALIFICATIONS AND EXPERIENCE:

Education:

• Matric / Grade 12 Certificate (NQF Level 4).
• National Secretarial Diploma or equivalent.

Experience: 

• Minimum 5 years secretarial and administration experience in a corporate environment.