Secretary - Academic Department

A leading Laboratory service in the country is looking for a vibrant, determined and detail orientated secretary to join their team

Description

Performs secretarial and general office duties for the Head of the Academic Department to facilitate the smooth operation of the designated area.

Key Job Responsibilities:

1. Diary Management: Maintain a diary for the HOD, ensuring all meetings and commitments are accurately recorded and optimize available time in consultation with the Head of the Academic Department.

2. Communication Handling: Receive, screen, and act upon general communications and correspondence addressed to the HOD to ensure that only relevant communications reach the HOD, and direct general communication appropriately within the department.

3. Document Management: Type and/or collate documents/reports and prepare presentations in a timely manner as per requirements. Fax documents and maintain an accurate record of all transmitted documents. Photocopy documents according to specific requirements and instructions.

4. Filing System: Maintain a well-organized filing system and ensure that all documents are filed promptly according to established procedures.

5. Document Distribution: Distribute documentation according to standard distribution instructions and ensure that, when necessary, documentation and reports are returned on time by liaising with the respective HOD/departments.

6. Meeting Support: Take minutes of meetings, ensuring accurate and concise summaries of proceedings are recorded, typed, and distributed on time. Handle all requirements relevant to the arrangement and logistics of meetings in line with specific requirements.

7. Vehicle and Travel Management: Handle bookings and monitor the use and maintenance of pool vehicles where applicable. Liaise with travel agents and service providers regarding travel bookings as per requirements.

8. Client/Student Support: Assist with client/student queries to ensure they are resolved promptly.

9. Ad-hoc Responsibilities: Perform any ad-hoc responsibilities as required.

Minimum Requirements & Key Competencies:

• Grade 12/NQF Level 4.
• A relevant 3-year diploma/degree is desirable.
• Minimum of 1 year of administrative/secretarial experience is essential.
• Proficiency in general office administration.
• Computer skills.
• Good typing skills.
• Strong attention to detail.
• Effective interpersonal and communication skills.