Senior Secretary: OPS Support – REF: SNRSECRETARYJW385EX at Johannesburg Water

PURPOSE

• To provide administrative support to the Senior Manager: Operations Support.

KEY RESPONSIBILITIES

Filing of correspondence on a daily basis. Creating new files. Compile and consolidate monthly, quarterly reports, as and when required. Ensure that reports are submitted one week

before the date of submission by Informing / reminding the relevant managers. Replenish stationery as and when required. Reconcile petty cash book on a weekly basis by ensuring that receipts are recorded accurately and effectively, as, and when required. Ensure that the

monthly Cost Centre (CC) reports are obtained from Finance and submitted to Managers. Ensure that petty cash float is kept at maximum level. Make national and international travel arrangements as and when required, including travel documentation, car hire, conference bookings, immunizations and foreign currency. Coordinate office functions/meetings as and when required by the Senior Manager: Operations Support Unit. Book venues for meetings/presentations on a regular basis. Arrange equipment’s [laptop, proxima etc] for meetings or presentations as and when required. Book parking for visitors and the Senior

Manager: Operations Support Unit when attending meetings outside the office. Schedule appointments and meetings – diarize these for the Senior Manager on a daily basis. Answer incoming calls, take messages screen, and channel the calls to the relevant personnel on a daily basis. Attend to queries and complaints received from customers, councillors, public and internal staff where possible or divert calls to relevant officials. Take minutes and type minutes within 72 hours of the meeting. Maintain a level of confidentiality on all correspondence. Capture and process invoices on SAP, as and when required. Obtain a monthly telephone summary from IT for the department.

JOB REQUIREMENTS

Essential qualifications and experience:

• Grade 12 (NQF 4)
• 6 months secretarial certificate
• 2 years’ experience in secretarial environment.
• Experience in Microsoft Office packages