Executive Secretary

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Closing Date	2024/10/25
Reference Number	ETH241003-4
Job Number	42005798
Job Title	Executive Secretary
Job Type	Permanent
Job Grade	T07
Division	Nil
Department	Headquarters Security Management
Branch	Nil
Vacancy Group	Security Management
Reporting To	Head (Security Management)
Location – Town / City	Durban
Location – Province	KwaZulu-Natal
Location – Country	South Africa

Job Purpose

Provides secretarial support to the Head and attends to specific office support/ clerical activities associated with the preparation, copy typing, circulation, safekeeping and retrieval of documents/correspondence and communicating with visitors, officials and/or general public, sourcing and making available routine information pertaining to scheduled activities of the Unit and Municipality.

Key Responsibility Areas

Performs specific tasks/ Activities associated with the provision of secretarial support.
Organizing, confirming and scheduling meeting/ appointments with internal departments/external officials, arranging the venue and attending to catering refreshments requirements.
Preparing notification, agendas and minutes for specific meetings and attending to the distribution and/ or arranging for the collection of documentation prior to scheduled meeting.
Maintains and access records of discussions, instructions, and correspondence.
Retreating supporting documentation and records to facilitate and support query resolution.
Performs tasks associated with the provision of general office support and a reception/Telephonic services.
Maintaining stock of standard forms and stationery and completing requisition orders to facilitate the replacement of items prior to depletion.

Competencies

Written communication.
• Oral communication.
• Planning and organising.
• Influencing.
• Attention to detail.
• Ethics and professionalism.
• Organisational awareness.
• Use of Technology.
• Data processing & Analysis.
• Interpersonal relationships.
• Resilience.
• Cognitive Ability.

Essential Requirements

Grade 12 (NQF Level 4) or equivalent and an Administrative certificate.
2 Years relevant experience. Computer literacy.

Preferred Requirements

Diploma (NQF Level 6) in Secretarial studies.
3 years relevant experience

Housing Subsidy	Yes
Leave	Yes
Medical Aid	Yes
Pension Fund	Yes
Remuneration	R 218,077.44 – R 283,086.84 p.a.
13th Cheque	Yes
Contact Name	Centre of Excellence
Contact Telephone	031 3113103