Senior Secretary




This advert is open for application by external applicants.

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.

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)
Post:
E-mail: Recruitment4@transnet.net
Fax:
The closing date is on 30.05.2014.

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 TSHWARELO.RAMMUTLA@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 Transnet@tip-offs.com

Operating Division: Transnet Properties
Position Title: Snr Secretary
Employee Group: Permanent
Department: Prop, Human Resources, GRP
Location: Johannesburg
Reporting To: Snr HR Manager
Grade Level: H2S
Reference Number: 6001668

Position Purpose: Provide an effective and efficient administrative support function to the Department including record keeping

Position Outputs: To ensure that documents produced are accurate and completed efficiently and on time by provision of reliable secretarial functions: - Production of high quality complex documents e.g. Presentations, agreements, submissions, letters etc; - Effectiveness, accuracy and proficiency in generating documents; - Drafting and despatching documents and emails in response to ongoing office related issues without the involvement of the HR Manager; - Effective and efficient in collecting, recording, and delivering documents to various departments/regional offices; - Demonstrate ability to produce documents from a variety of sources e.g. rough drafts, verbal dictation, telephone dictation etc; - To ensure timely and up to date maintenance of diary schedules and the HR Manager and TP HR Corporate Centre team's time: - Co-ordination and management of diary and events/functions by ensuring, either personally or under delegation the appropriateness of arrangement for meetings, travel, accommodation etc; - Proactively make telephone calls, sets up, and occasionally runs unscheduled, meetings from an understanding of the Company's business and its impact on the HR Manager's work; - Maintain a knowledge of who, what, where and when of all the events and issues in the HR Manager's work domain; - Co-ordinate all arrangements for the monthly workshops inclusive of booking the venues, sending invitations and arranging equipment and catering requirements; - Take and draft minutes for the HR meetings, workshop etc; - Type memos, letters and any other documentation as may be required within set standards and guidelines and completed within assigned timelines; - Source and collate Regional information, documentation, reports and relevant interventions in conjunction with the HR Manager; - Attendance to all the administrative and clerical functions that are called for in the HR Manager's Office: - Performs routine administrative tasks such as regular and routine analysis of information; - Maintain weekly information filing and archiving system for the department to ensure easy access of documentation when required and proper and professional record keeping; - Provide the HR Manager and the rest of the staff with documentation when requested, and retrieval of documentation as and when required; - Maintain a very high level of discretion in dealing with others about the HR Manager's work and any knowledge of issues in the HR Manager's Office, and retains the highest level of confidentiality in this regard; - Attend to whatever personal matters the HR Manager requests, often requiring proactive anticipation of such need; - High effectiveness in receiving, tracking and understanding and onward transmission of instructions to the relevant functionaries and clients at all levels; - General office duties: - Provide professional hosting of visitors on an ad hoc basis; - Arrange and supervise serving of refreshments for meetings; - Prepare equipment to be used in meetings; - Proper welcoming of visitors for meetings; - Proper filing of correspondence and reports; - All duties pertaining to the safety/fire Marshall duties; - Completion of monthly reports; - Administer, maintain and replenishment of petty cash for the Operations Department; - Co-ordinate travel and accommodation arrangements for the HR office and ensure travel expense claims are completed timeously; - Manage reporting and monitoring of HR office travel expenses; - Create purchase orders and payment of invoices on SAP Finance system for HR department; - Arrange HR meetings and ensure smooth running including provision of secretariat function in arranging and minute taking i.e. LBC, departmental meetings and other meetings as and when required to do so.

Qualifications and Experience: Unless the incumbent can demonstrate that he/she has developed the necessary competencies through experience, a 2 year secretarial Certificate is required; - 5 years experience in a similar role; - Project Management Certificate is an advantage; - SAP finance module

Competencies: Knowledge of the Transnet Group and its operating environment; - Knowledge of the relevant policies and principles of Transnet; - MS Office suite and Windows; - Administration Principles, standards and Processes; - Archiving and filing system; - Computer literacy; - Administrative skills; - Excellent Communication skills (Oral and written); Interpersonal skills; - Planning and Organisation skills; - Time management; - Accuracy; - Problem solving. SAP HCM and Finance module, minute taking.

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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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