Secretary - Durban at eThekwini Municipality

Job Purpose    

• Performs task/activities associated with the provision of a secretarial service to the Office of the Speaker and undertakes a receptionist/telephonist function.

Key Responsibility Areas    

• Arranging and scheduling meetings with internal/external departments, professionals etc.
•  Recording details of discussion/actions at meetings and preparing draft minutes for perusal and confirmation prior to circulation.
•  Attending to the filing of confidential/general documentation and correspondences.
•  Receives all incoming mail and faxes, registering them, sorting them and directing them to appropriate departments.
•  Receives all visitors, public or any persons externally to the office and directing them appropriately.
•  Responding to all general enquiries related to the Office and directing them to appropriate staff.
•  Responsible for performing a receptionist/telephonist function.

Competencies:

•  Attention to Detail- The Ability to scrutinise own work and that of others to ensure accuracy and compliance with the relevant municipal standards.
•  Ethics and Professionalism- The ability to identify and deal with ethical issues and conflicts of interest.
•  Organisational Awareness- The ability to understand the Municipality’s objectives, and the impact of decisions on the community and the functioning of the department.
•  Planning and Organising- The ability to plan activities within specific timeframes and then to execute these activities according to the plan.
•  Business Processes- Ability to engage with systems or component processes and make continuous improvements.
•  Use of Technology- The ability to utilise technology in the workplace to optimise functioning of the Municipality.
•  Interpersonal Relationships- The ability to establish and maintain productive relationships with people within and outside of the Municipality.
•  Communication- The capacity to listen attentively, grasp issues, present information in a clear manner and respond appropriately to verbal and written communication of others.
•  Client Orientation and Customer Focus- Understands the service needs of a client/customer (internal or external) and actively focuses on anticipating, meeting, and exceeding the needs in a timely and appropriate manner.
•  Action Orientation- The display of high work ethic in setting and achieving challenging goals, meeting deadlines, and keeping promises. It manifests itself in one’s ability to stay focused on task, to be energetic, persistent, and reliable.
•  Resilience- The ability to respond constructively to pressure/stress situations and the ability to persist with goals despite obstacles and setbacks.
•  Change Readiness- The ability to innovate and challenge the status quo and the ability to cope with change driven by others.

Essential Requirements    

•  Matric/Grade 12.
•  12 Months relevant experience.
•  Computer Literacy.

Preferred Requirements    

• 18 Months relevant experience.