Senior Secretary

This advert is open for application by external applicants.

Equity Statement: Preference will be given to suitably qualified applicants who aremembers of the designated groups in line with the employment equityplan and targets of the Organisation/Operating Division Applicants that are interested in applying for any of the advertised positions must apply by registering on the Careers section of the Transnet Internet.

Please take care in completing all required details on the profile, and then apply for the position.

Alternative Application Methods: (Completed Curriculum Vitae to be submitted)
Fax: 0117749199
The closing date is on 06.06.2014.

It is the responsibility of the applicant to ensure that HR has received the application before the closing date of the advertisement.

Note: if you have not been contacted within 30 days of the closing date of this advertisement please consider your application as unsuccessful.

Any questions regarding the application or recruitment process should be sent in writing to NOTHANDO.KHUMALO@TRANSNET.NET.

We urge all our employees, clients, members of the public and our suppliers to report any kind of fraud or corruption at Transnet. Call the hotline toll free number: 0800 003 056 or email

Operating Division: Transnet Freight Rail
Position Title: Snr Secretary
Employee Group: Permanent
Department: CO-NCC-PLAN-CSO-Train Exec & Cntrl1-PKT
Location: Parktown
Reporting To: Executive Manager
Grade Level: H2S
Reference Number: 50003934

Position Purpose: To provide a full administrative and secretarial service of a high confidential and responsible nature to the Executive Manager including general administrative support to National Command Centre.

Position Outputs:
Provide an efficient & Comprehensive administrative and secretarial service to the Executive Manager timeously to ensure that the office runs professionally and resources are optimally utilized.
Provide a high level of front line service by acting as an office manager for the Executive Manager, screening telephone calls, correspondence and/or visitors, attend to enquiries and furnish appropriate information.
Undertake the general administrative of the National Command Centre meetings, compilation of agendas & minutes and ensuring that documentation is prepared and circulated prior to the deadlines/dates for validation.
Manage the time and diary commitments of the Executive Manager to ensure accessibility and availability for confirmed invitation and keep relevant stakeholders informed of the daily/Monthly schedules.
Setup and type from material available, letters, reports and presentation in prescribed format, but with some individual judgment/discretion.
Manage travel arrangement and accommodation for Executive in accordance to the company policies and procedures.
Set up and maintain an efficient filing system and information retrieval system in the office to ensure that all documentation/information, generated is managed properly in terms of identification, registration, approval, distribution and filing.
Capture and maintain all information on SAP system is data accuracy.
Check expenses claims or payments documentation to ensure that documents are complete, properly authorized, allocated the correct cost centre number prior forwarding them to Finance Department for processing in accordance to company policy.
Perform minor housekeeping duties (organize conference rooms, equipment, parking, etc.)

Qualifications and Experience: Diploma in Administrative/Secretarial or equivalent qualification is required but not essential. Appropriate experience as a Secretary for Manager in a legal environment.

Competencies: Knowledge Telephone etiquette Transnet Travelling Policy Archiving and filing system Basic Budget and financial Principles Excellent knowledge of MS Work/Excel/ Access Business acumen Skills Planning and Organising Time Management. Typing skills. Exceptional Communication (Verbal and Written) Computer Filing Negotiating Decision Making

Click here to apply

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!
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