Job Advert Summary

• The overall responsibility of the successful candidate in this position will be to provide secretarial services to the Manager Water Quality Specialist Services and administrative assistance to the department.

Minimum Requirements

• NQF6 Diploma qualification in Office Administration / Secretarial
• 3 years minimum – preferred 5 years’ experience in office administration / secretarial duties at
• middle to senior management level
• Driver’s license and the candidate will be required to undergo a Rand Water proficiency driving test
• Experience in maintaining a shared electronic records system
• Capability in Advanced Word, Excel, PowerPoint, Adobe, and Outlook software
• Effective (clear, professional, and polite) English communication skills (verbal and written).

Primary Duties

• Provide secretarial services to the department manager, including management of the diary;
• Provide administrative services to the office of the manager and the department management committee;
• Maintain the department’s shared electronic records system;
• Plan and organise department events/meetings;
• Draft minutes/notes for physical meetings and from electronic recordings of meetings;
• Co-ordinate, collate and manage the timely drafting of departmental reports, documents, memorandums, letters, presentations, etc;
• Quality control department documents to ensure accuracy, presentability, and compliance with corporate standards;
• Maintain good relationships (internal and external) between stakeholders and the department;
• Follow-up on actions from meetings;
• Responsible for stock-take and safekeeping of assets in the safe;
• Responsible for filing of departmental attendance register, timesheets, travel claims, and leave schedule;
• Research and find appropriate information for the department management team;
• Managing the reception desk and the department manager’s phone line.

Knowledge

• English language
• Office administration and secretarial duties
• Shared electronic records system
• Advanced Word, Excel, PowerPoint, Adobe and Outlook software

Skills

• Skills on use of Advanced Word, Excel, PowerPoint, Adobe and Outlook
• Effective (clear, professional and polite) English communication skills (verbal and written).
• Accurate minute / note taking at physical meetings and from electronic recordings of meetings
• Ability to research and find appropriate information for the department management team
• Ability to manage time to complete all delegated tasks
• Events / meetings planning and organising skills.
• Maintaining good relationship with diverse group of people within and external to department
• Ability to provide office administration / secretarial duties to multiple managers

Attitude

• Flexible attitude to working hours
• Flexible attitude to researching unfamiliar subjects