IT Departmental Secretary

Air Traffic and Navigation Services - Bedfordview, Johannesburg, Gauteng

Closing date yi 19 ka August 2022

Purpose

Applications are invited for the position of IT Departmental Secretary (Grade 10) based at Bruma.
The successful applicant will be reporting to the Chief Information Officer.

Requirements

Grade 12
Secretarial Diploma
At least 3 years' work experience as a secretary in the Secretarial fields

Skills & Competencies

Microsoft Packages including Word, Excel and PowerPoint

Responsibilities

Ensuring that documentation provided by Managers are accurately placed on relevant files.
Safeguarding the integrity and confidentiality of files
Processing of claims and submit to Human Capital for further processing
Capture all data
Accurate record keeping
Ordering, distribution and control of stationary as per the policy.
Accurate and timeous filling of all relevant documentation.
Check and process e-mails timeously.
All administrative duties as instructed by the relevant Manager.
Prepare and monitor budgets.
Ensuring compliance with Finance instructions and directives.
Maintain a proper call and message management system.
Ensure that all meetings are arranged on time and the participants are properly informed.
All documentation for meetings (including agenda, minutes of the previous meeting, etc. Are sent timeously to participants)
Meeting packs must be professionally prepared.
Taking of minutes at meetings when required and transcribing the minutes
Minutes of the meeting to be distributed to all participants within 7 working days.
Maintain and update diary / calendars of Senior Manager on a daily basis.
Assist Senior Managers by reminding them with their meetings and Managing appointments and arranging meetings.
Assist the Chief Information Officer (CIO) when the Personal Assistant is on leave or when requested e.g. setting up appointments, confirming availabilities, submitting documents for approvals etc.
Typing must be done accurately, timeously striving for zero errors.
Maintain sound and professional relationships with internal and external clients.
Maintain a professional image of the office of the Division
Actively participating as a team member
Understand and support the transformation process.
Hosting of internal and external clients in a helpful, professional and friendly manner.
Follow up on outstanding CIR`s for the department.
Monitor the annual review of the Divisionâ€™s QMS procedures
Proficient in the implementation of ISO procedures as per the Quality Manual.
Arrangements of travel and accommodation
Keeping accurate records of Travel Expenses for the Department â€“ (Updating spreadsheet for all travels i.e. flights, accommodation, car hire
Coordinate and assist in the implementation of ad hoc small projects as required
Ordering catering and refreshments for projects related activities and raise requisitions, book meeting rooms and venues for projects related activities.
Arrange Strategy Workshops for the team and farewell activities
Tracking and Maintaining of the budget - Continuously checking smartex.
Delivery, collection and distribution of all internal and external mail

Additional Information

If you have not been contacted within 3 weeks of the closing date of this advert, please accept that your application was unsuccessful.
ATNS is an equal opportunity employer that strives to achieve a diverse workforce broadly representative of our people.
This position will be filled in line with the objectives of ATNSâ€™ Employment Equity Plan and therefore candidates from designated groups as per the Employment Equity Act of 1998 are encouraged to apply.
People with disabilities are encouraged to apply.
People living with disabilities are encouraged to apply.