Job Title: Secretary
Job Type Classification: Permanent
Location - Town / City: Midrand
Location - Province: Gauteng
Location - Country: South Africa
- Provision of administration and secretarial support to the office of the General Manager;
- Coordination and Administration of key office activities, information and documentation flow between the office and other Units or Divisions, external environment including clients, strategic partners and stakeholders;
- Provision of day to day office administrative support including the management of diary, screening and rerouting of communication messages (telephone, email, etc), booking of meetings, travel arrangements and preparation of travel expense claims;
- Adherence to and implementation of internal DBSA processes and procedures and upholding confidentiality and integrity of information with respect to DBSA, staff, client, strategic partners and stakeholders in general;
- Ensuring that the office of the General Manager is appropriately equipped to run effectively and efficiently at all times;
- Assume responsibility for the flow of documents in the General Manager’s office;
- Ensure that the General Manager is briefed and prepared in advance of meetings;
- Provide assistance to other colleagues in the office and the Unit as and when requested.
- Collects visitors from reception along with serving the refreshments, screens calls and mail and attends to general inquiries made;
- Able to manage the diary
- Able to generate documents
- Able to liaise with customers
- Able to provide secretarial support to various Management Committees
- DBSA: Staff
- DBSA key stakeholders
- All Divisions
Expertise & Technical Competencies:
- An Administrative/Secretarial Diploma or an equivalent;
- Minimum 5 years of Secretarial experience at a managerial level;
Required Personal Attributes:
Must have proficient knowledge in the following areas, office administration, an understanding of relevant legislation, policies and procedures;
- Considerable knowledge of standard secretarial practices and procedures is a necessity for this position;
- Strong capacities for operating in a team;
- Strong proactive problem solving and organizational skills are required;
- Excellent knowledge of protocol and etiquette;
- Ability to produce complex spread sheets to augment information delivery and interpretive ability of information flows in the executive’s office;
- Ability to produce sophisticated and interactive Power Point presentations on behalf of the Divisional Executive.
Questions after the interview:
At the end of an interview there is usually an opportunity where you can ask any questions you might have. This is a great opportunity to show the interviewer that you are interested in the position as well as the company. It is a good idea to prepare a few questions before the interview – this can be done while you are doing research on the company.
Your questions should show the interviewer that you are a good candidate for the position. Try and avoid questions that are based on your personal needs and preferences, for instance:
- How much leave will I get in a year?
- Will I be considered for promotion in my first year?
- When will I get an increase?
- What time can I leave in the afternoon?
These questions are inappropriate at this stage and will probably raise concerns on the side of the interviewer. Should you be the successful candidate then all these questions will be answered in your letter of appointment so don’t waste this opportunity by asking these basic questions.
If the position is an entry level job or very junior then you are welcome to ask questions in line with the position, for instance:
- Why did the previous person leave the position?
- What would the successful person be tasked to do in a typical day?
- How does this position fit into the department and / or company?
- Could you explain the company structure to me?
- Is there any further education assistance or support?
If the position is more senior then you can prepare question around the following themes:
- current issues that will face the successful candidate;
- inter-personal challenges in the department;
- any process, technology or people challenges that needs to be attended to urgently;
- key result areas that need urgent attention in the first few months;
The above information should get you started. Prepare a few questions so that you can show your worth. Good luck with your interview!