Job Description

Rand Water Vacancies – Secretary – Re-advertisement

Job Advert Summary:

Rand Water is seeking a dedicated Secretary to provide comprehensive secretarial and administrative support to the Manager of Water Quality Specialist Services and the department. The successful candidate will play a key role in maintaining efficient office operations and ensuring high-quality support to the management team.

Minimum Requirements:

• NQF6 Diploma in Office Administration/Secretarial Studies.
• Valid driver’s license; candidate must pass a Rand Water proficiency driving test.
• Minimum of 3 years’ (preferably 5 years’) experience in office administration/secretarial roles at middle to senior management levels.
• Strong English communication skills (verbal and written) with a clear, professional, and polite manner.
• Experience in maintaining a shared electronic records system.
• Proficiency in Advanced Word, Excel, PowerPoint, Adobe, and Outlook software.

Primary Duties:

• Provide secretarial support to the department manager, including diary management.
• Offer administrative assistance to the manager’s office and the department management committee.
• Maintain and manage the department’s shared electronic records system.
• Plan and organize departmental events and meetings.
• Draft minutes and notes for meetings, including those recorded electronically.
• Coordinate, compile, and manage the drafting of departmental reports, documents, memorandums, letters, and presentations.
• Ensure quality control of departmental documents for accuracy, presentation, and compliance with corporate standards.
• Foster and maintain positive relationships with internal and external stakeholders.
• Follow up on actions from meetings.
• Oversee stock-take and safekeeping of assets in the safe.
• File departmental attendance registers, timesheets, travel claims, and leave schedules.
• Conduct research to find relevant information for the department management team.
• Manage the reception desk and department manager’s phone line.

Knowledge:

• Proficiency in English.
• Office administration and secretarial duties.
• Shared electronic records systems.
• Advanced Word, Excel, PowerPoint, Adobe, and Outlook software.

Skills:

• Expertise in Advanced Word, Excel, PowerPoint, Adobe, and Outlook.
• Effective English communication skills (verbal and written).
• Accurate minute-taking and note-taking from meetings.
• Ability to research and locate pertinent information for the management team.
• Strong time management skills for handling delegated tasks.
• Planning and organizing skills for events and meetings.
• Capability to maintain relationships with diverse groups internally and externally.
• Ability to provide office administration and secretarial support to multiple managers.

Attitude:

• Flexible with working hours.
• Willingness to research and tackle unfamiliar subjects.

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