Operating Division: TPT POD Corporate H/O
Employee Group: Permanent
Department: TPT, People Management Training, DUR
Location: Durban
Reporting To: Senior Manager: Health and Wellness
Grade: H2S
Position Purpose
To support the effective functioning of the executive office by providing high level administrative support and professional assistance, whilst maintaining the appropriate level of confidentiality, sophistication and protocol required of this position. Enhance and protect the image and reputation of the executive by portraying professionalism and integrity in all interaction and communication with other parties.
Position Outputs
Manage and maintain the executive’s schedule with due consideration of divisional and executive management meetings andrelevant events, demonstrating an awareness and understanding of business priorities and issues. This includes daily timemanagement and consultation with the executive to ensure optimisation of the executive’s time and availability
Act as first point of contact, representative and information source for the executive’s office, and respond to basic queriesand requests for information. Receive and welcome VIPs and visitors courteously and professionally. Screen all incomingcalls of the executive and divert or take messages. Respond to queries where possible on behalf of the executive in his/herabsence
Manage and arrange meetings for the executive nationally and internationally, by ensuring that agendas are prepared,required inputs are received from all parties concerned, and that all relevant documentation is in order. Brief and update theexecutive on the context of meetings in advance, as well as the input and actions required from him/her at the meeting.Pro-actively determine and obtain relevant information required to support the executive’s contribution. Manage logisticalarrangements as required
Facilitate logistical arrangements in terms of local and international travel, accommodation and subsistence for theexecutive, including account reconciliation and currency as required
Provide administrative and secretarial support to the executive in order to support the effective running of the office, whichinclude:a. Scanning and retrieving documentsb. Physically filing documents;c. Archiving documents;d. Retrieving archived documents;e. Taking and distributing minutes;
Support the executive in organising and preparing for management meetings.
Establish and maintain an effective and secure e-filing and document management system for fast retrieval of data andinformation
Establish and maintain sound relations with all relevant stakeholders such as other executives, contractors and generalstaff in assisting with requests, dealing with issues/queries, and managing incoming and outgoing instructions and responsesto and from the executive.
Ensure that the required protocol is followed at all times, demonstrating cultural awareness as well as awareness for thestanding and position of visitors and staff.
Ensure effective management of the executive office through the efficient use of technology, by ensuring effectivefunctioning of all systems and equipment, and by ensuring correct and adequate stationery.
Liaise and interface with relevant internal and external stakeholders such as suppliers, clients and other executives asrequired, conveying information accurately, professionally, and courteously whilst maintaining the required level ofconfidentiality
Manage and prepare correspondence accurately, timeously and as specified for review and approval by the executiveusing appropriate MS Office packages, and ensure distribution to relevant parties:o Liaise with courier serviceso Follow up with intended recipients to ensure receipt
Produce PowerPoint and Excel presentations in line with the executive’s requirements for executive management meetingsand presentations
Obtain data and information from relevant sources for compilation of monthly reports and build packs for meetings
whenrequired
Conduct first-line research for the executive when required, consulting relevant internal or external sources, and/or bydoing desktop research.
Analyse and summarise information into a report for ease of use by the executive
As Senior Secretary, assist other secretaries in the implementation of office processes, practices and technology whenrequired.
Coach and guide new/junior secretaries on protocol and correct office management processes when required
Supervise the activities of messengers, cleaners, tea ladies, etc
Qualifications and Experience
Senior Higher Certificate (NQF 5)
• 3 – 5 years applicable experience OR
• Grade 12 OR NQF 4
• Minimum 5 years applicable experience, at least 2 years working experience in a secretary role with a proven track record of success
Competencies
• Broad knowledge of policies, procedures, principles, standards & processes e.g. governance, Delegation of Authority, Procurement, Compliance, Finance etc.
• Working knowledge of SAP R3 or similar systems
• Working knowledge of MS Office including MS Word, Excel, PowerPoint, MS Teams and Internet.
• Knowledge of archiving and filing systems • Skills Required:
• Exceptional communication skills (written and verbal)
• Ability to work under pressure and meet deadlines
• Ability to work with tact and discretion
• Excellent time management
• Attention to detail
• Excellent planning and organising skills
• Conflict management skills
• Report writing skills
• Interpersonal skills to engage stakeholders at different levels
• Analytical thinking
• Conceptual thinking
• Strong Ethics
Equity Statement
Preference will be given to suitably qualified Applicants who are members of the designated groups in line with the Employment Equity Plan and Targets of the Organisation/Operating Division.
