Senior Secretary at Transnet

Position Purpose:

• To support the effective functioning of the Regional Head's office by providing high level administrative support and professional assistance, whilst maintaining the appropriate level of confidential, sophistication and protocol required of this position. Enhance and protect the image and reputation of the executive by portraying professionalism and integrity in all interaction and communication with other parties.

Position outputs:

• Manage and maintain the Regional Head's schedule with due consideration of regional and executive management meetngs and relevant events, demonstrating an awareness and understanding of business priorities and issues. This includes daily time management and consultation with the Regional Head to ensure optimisation of the Regional Head's time and availability.
• Act as first point of contact, representative and information source for the Regional Head's office, and respond to basic queries and requests for information. Receive and welcome VIP's and visitors courteously and professionally. Screen all incoming calls of the Regional Head and divert or take messages. Respond to queries where possible on behalf of the
• Regional Head in his/her absence.
• Manage and arrange meetings for the Regional Head nationally and internationally, by ensuring that agendas are prepared, required inputs are received from all parties concerned, and that all relevant documentation is in order. Brief and update the
• Regional Head on the context of meetings in advance, as well as the input and actions required from him/her at the meeting.
• Pro-actively determine and obtain relevant information required to support the Regional Head's contribution. Manage logistical arrangements as required.
• Facilitate logistical arrangements in terms of local and international travel, accomodation and subsistence for the Regional
• Head, including account reconcilitation and currency as required.

Provide administrative and secretarial support to the Regional Head in order to support the effective running of the office, which include:

• Scanning and retrieving documents;
• Physically filing documents;
• Archieving documents;
• Retrieving archieved documents;
• Taking and distributing minutes;
• Support the Regional Head in organizing and preparing for management meetings.
• Establish and maintain an effective e-filing and document management system for fast retrieval of data and information.
• Establish and maintain sound relations with all relevant stakeholders such as other executives, contractors and general staff in assisting with requests, dealing with issues/queries, and managing incoming and outgoing instructions and responses to and from the Regional Head.
• Ensure the required protocol is followed at all times, demonstrating cultural awareness as well as awareness for the standing and position of visitors and staff.
• Ensure effective management of the Regional Head's office through the efficient use of technology, by ensuring effective functioning of all systems and equipment, and by ensuring correct and adequate stationary.
• Liase and interface with relevant and external stakeholders such as suppliers, clients, and other executives as required, conveying information accurately, professionally, and courteously whilst maintaining the required level of confidentiality.
• Manage and prepare correspondence accurately, timeously and as specified for review and approval by the Regional Head using appropriate MS Office packages, and ensure distribution to relevant parties:
• Liaise with courier services
• Follow up with intended recipients to ensure receipt.
• Produce PowerPoint and Excel presentations in line with the Regional Head's requirements for executive management meetings and presentations.
• Obtain data and information from relevant sources for compilation of monthly reports and build packs for meetings when required.
• Conduct first-line research for the Regional Head when required, consulting relevant internal and external sources, and/or by doing desktop research.
• Analyse and summarise information into a report for ease of use by the Regional Head.
• As Senior Secretary, assist other secretaries in the implementation of office processes, practices and technology when required.
• Coach and guide new/junior secretaries ion protocol and correct office management processes when required.
• Supervise the activities of messengers, cleaners, etc.

Qualifications & Experience:

• 1 - 2 years National Certificate
• 3 - 5 years applicable experience. The years' experience is required to provide a proper career path (Secretary)
• 1 - 2 months and longer on the job familiarisation (knowledge of all Business Units, relevant Committees, etc.)

Competencies:

• Knowledge of policies, procedures, principles, standards & processes (Governance, Delegation of Authority, Procurement, Compliance etc.)
• Knowledge of MS Office and Windows in particular.
• SAP R3 Knowledge
• Ability to work under pressure and meet deadlines.
• Ability to work with tact and discretion.
• Archiving and filing systems.
• Attention to detail.
• Excellent planning and organisation skills.
• Good communication skills (written and verbal).
• Excellent time management
• Conflict Management skills.
• Report writing skills.
• Interpersonal skills to engage stakeholders at various levels.
• Analytical thinking.
• Conceptual thinking.
• Strong ethics.