Office Secretary

Job Intro

Office Secretary - Centurion, GP Gauteng

SCOPE OF WORK

To provide efficient, professional and confidential secretarial and administrative support to the Group by managing correspondence, scheduling, documentation, office coordination and stakeholder communication, ensuring smooth day-to-day office operations and a well-organized working environment Job Specification

Correspondence & Communication Management

• Answer, screen and redirect telephone calls professionally and timeously.

• Manage incoming and outgoing emails, letters, messages and general correspondence.

• Provide accurate information to staff, clients and visitors within authorised boundaries.

• Take clear messages and ensure the relevant person receives them promptly..

Offer

Meeting, Diary, Travel and Governance Coordination

• Schedule and coordinate meetings, appointments and office events as required.

• Prepare meeting rooms, agendas, packs and supporting documents where applicable.

• Coordinate travel arrangements, accommodation and related logistics for staff or executives when requested.

• Track diary changes and communicate updates to all relevant stakeholders.

• Draft accurate minutes for Board and Exco meetings, including key decisions, action items, responsible persons and due dates.

• Distribute Board and Exco resolutions to relevant stakeholders and follow up on outstanding actions until closure.

Document & Records Management

• Draft, type, edit and format correspondence, reports, forms, registers and other office documents.

• Maintain organised physical and electronic filing systems for easy retrieval of information.

• Ensure documents are stored, updated and handled in line with confidentiality requirements.

• Support accurate record keeping for administrative and office processes.

Office Supplies & Facilities Coordination

• Monitor stationery, office consumables and basic supplies and arrange replenishment where authorised.

• Liaise with facilities, cleaning, security, maintenance and service providers when requested

• Report and follow up on office or facilities issues affecting the working environment.

• Coordinate courier, mail and delivery requirements as needed.Support client and auditor information requests.

Front Desk, Visitor & Stakeholder Support

• Welcome and assist visitors, clients and employees in a professional and courteous manner.

• Maintain a neat, organised and professional reception or front-office area when required.

• Support visitor sign-in, access, meeting room and parking arrangements where applicable.

• Handle difficult or sensitive situations calmly, discreetly and professionally.

Knowledge

• Office administration and clerical procedures.

• Document control, filing and record management principles.

• Meeting, diary and travel coordination processes.

• Basic office equipment, email systems and office software.

• Confidentiality, professional conduct and POPIA principles.

• Corporate etiquette and service standards.

Skills and Competencies

• Excellent verbal and written communication skills.

• Professional telephone etiquette and stakeholder service skills.

• Strong planning, organising and multitasking ability.

• Computer literacy including MS Office, Outlook, email and basic office systems.

• Accurate typing, filing, record keeping and document formatting skills.

• Attention to detail and effective time management.

Working Conditions

• Office-based

• May require work outside normal hours

• Target-driven environment

Additional Requirements

• Valid driver's license

• Own reliable transport

• Willingness to travel locally

Minimum Requirements

• National Senior Certificate (Matric)

• Relevant tertiary qualifications in Office Administration, Business Administration, Secretarial Studies or a related field preferred.

• RCAT & Incident Investigation training.

Experience

• Minimum of 2–3 years’ experience in an office secretary, administrative assistant, receptionist or clerical support role, preferably within a corporate or multi-entity environment.

Monthly Salary: Market related