Tracking Number: EMCM327-2014
SAP Number: S60044075
Job Title: SENIOR SECRETARY
This position seeks to attract: All Categories
Department: OFFICE OF THE EXECUTIVE MAYOR
Division: Economic Intelligence
Job Type Classification: Permanent
Basic Salary Scale: R188 520.00 - 230 652.00 per annum
Total Remuneration Packages: R240 139.29 - 293 807.59 per annum
Location - Depot / Town or City: Centurion
Location - Province: Gauteng
Location - Country: South Africa
For Enquiries (Contact Person): T Louw (012 358 1226)
Grade 12 or an equivalent qualification plus a secretarial qualification/training.
Relevant experience in handling diverse secretarial matters as well as experience in arranging events, meetings, workshops and conferences
Experience within local government is an added advantage
Computer literate (MS Word, PowerPoint, Excel and Outlook)
Personal attributes / competencies:
Good communication skills (written and verbal); self-motivated; highly organized; Able to work independently;
Analytical skills; Strong organizational skills; Patience; Demonstrate high levels of professionalism; Innovative thinking; Energetic; Flexibility; Efficient; Self-motivated; Willingness to accept responsibility; Ability to pay attention to detail; Proactive individual in every respect; Ability to work independently is of critical importance
To render secretarial support to the Chief Economist
Prepare and manage correspondence, reports and documents
Organize and coordinate meetings, conferences, travel arrangements
Take, type and distribute minutes of meetings
Implement and maintain office systems – effective record management if of the utmost of importance
Maintain schedules and calendars
Arrange and confirm appointments
Organize internal and external events
Handle incoming mail and other material
Set up and maintain filing systems
Develop standard operating procedures
Communicate verbally and in writing to answer inquiries and provide information
Liaison with internal and external contacts
Coordinate the flow of information both internally and externally
Manage office supplies
Highlight areas of administrative importance, compliance-related elements as well as other perceived important occurrences to the Chief Economist.
Closing date: 30 May 2014
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!