Secretary

Job Purpose Provide complete secretarial/clerical service including time management, staff supervision, correspondence, and clerical responsibilities for the department. Job Context & Major Challenge(s) Observe and apply strict levels of confidentiality, decorum and discretion to all matters related to performance and administration of personal affairs.

Working for senior management and periodically dealing with short deadlines and under time pressure to meet deliverables for customers and stakeholders. Key Job Accountabilities Act as first point of contact for both internal and external visitors wishing to contact the line manager. Provide complete correspondence service for the line manager, routing correspondence as necessary and typing/drafting replies where appropriate.

Organise and retrieve data from SAP, Access, appropriate data files and update records accordingly in SAP and/or other corporate systems. Provide a time management diary service and ensure department manager is fully prepared for scheduled meetings. Identify and deal with problems and issues that arise on behalf of line manager to ensure the smooth running of the department.

Prepare memos/communication, including workflows and any other documentation as directed by Line Manager. Maintain records/files, replenish stationery, and arrange servicing of office equipment. Support travel arrangements in a time-effective way, including arranging complex itineraries/venues, ensuring most effective use of manager’s time.

Qualifications

Secretarial Diploma. Knowledge and/or Experience 4 years’ of experience with a recognised organisation. Good command of written and spoken English. Advanced keyboard and Computer Skills. Ability to prepare good standard reports in the English Language.