Requirements

• Grade 12 plus a secretarial qualification or training
• At least two years’ relevant secretarial experience
• Computer literacy
• Must undergo a criminal record check and such a person shall allow their fingerprints to be taken by the Tshwane Metro Police Dep

Primary functions  

• Receive and communicate successfully with categories of people
• Provide an office administration service
• Arrange meetings, workshops, conferences, functions and interviews
• Determine the number of people who will attend the event, on what date and at what time it will begin and what the duration will be
• Deal with venue reservations and arrange refreshments
• Confirm appointments with the City Manager, diarise such and informing the relevant people of the appointment
• Arrange parking
• Compile guest lists and attendance registers
• Prepare information and supporting data for meetings, ensuring that parties involved in the meeting are provided with necessary documentation
• Provide a typing and computer operating service
• Type official reports, letters, minutes, agendas, envelopes, presentations and correspondence
• Proofread, edit and spell-check typed documents
• Make backups of data
• Provide an operational logistics service
• Report defective machines and arrange for the service and maintenance of office machines and equipment, such as photocopy machines, fax machines, scanners, etc in the Office of the City Manager with various external firms from which these machines are rented
• Keep own computer equipment and that of the City Manager clean
• Report problems experienced with computer software and hardware by referring such to the officers concerned in the ICT Division
• Keep the asset inventory of own office as well as the Office of the City Manager updated
• Execute diverse official secretarial duties
• Maintain confidentiality and a relationship of trust with the City Manager
• Portray a professional image of the Office of the City Manager and the City of Tshwane
• Perform miscellaneous secretarial duties that are necessary at own discretion or on request
• Develop own skills during quiet times by learning, among other things, new computer programme functions and applications