Secretariat Administrator

SUMMARY:
To enable the secretariat office to execute its duties effectively and professionally by providing a professional secretarial and administrative support.

POSITION INFO:
Key priorities Management of formal/official records Maintains an up to date manual and electronic filing system of formal records Maintains statutory records such asminute books, attendance registers, company registers, resolution registers, CIPC Forms, etc Manages the Courtesy register, Conflict of interest register Maintains proper record keeping/archiving of minutes, meeting attendance registers Co-ordination of meetings Notifies attendees of meeting dates, times and venues Books meeting venues Ensures availability of fully functional equipment required for meetings (such as overhead projector, recorder etc) Books catering and ensures that refreshments are provided if and when required Prepares meeting packs Ensures timeous circulation of meeting packs and minutes Takes minutes of meetings when required Facilitates scheduling of special meetings Monitor committee expenditure of refreshment and ensure timeous cancellation of refreshments, venues, travel Provision of administrative and secretarial support for the department Raises purchase requisitions for the department Ensures timeous payment of invoices Monitors committee secretariat's expenditure of refreshment, venues, travel Ordering and maintaining stationery and equipment supply Makes travel and accommodation reservations Attends to internal and external queries directed to the department and escalates where necessary Liaseswith other administrators externally and internally to ensure proper and smooth organisation of all activities within the secretariat office FORMAL EDUCATION B.Admin. Degree Chartered Institute of Secretaries (CIS) qualification would be advantageous Driver's license TECHNICAL/ LEGAL CERTIFICATION B. Admin CIS (Institute of Secretaries) will be an advantage ICT sector will be an added advantage. EXPERIENCE At least three (3) years secretariat experience in a similar role. Experience in a similar industry/sector is an added advantage. Computer literacy - MS Office Suite - advanced level COMPETENCIES Advanced writing skills Minute taking Facilitation Interpersonal skills Organising Good command of English language Computer literacy - Microsoft Office suite OTHER SPECIAL REQUIREMENTS Willing to work outside normal office hours and sometimes on weekends for meetings and collating of meeting packs. Ability to work under pressure and meet strict deadlines.