Technical Services Secretary (Temporary Position) -City Hospital

PURPOSE OF POSITION

• To provide efficient administrative and secretarial support to the Technical Services Department, ensuring effective coordination, accurate record keeping, communication and smooth daily operations.

KEY PERFORMANCE AREAS

• Provide efficient administrative and secretarial support to the Maintenance Department.
• Manage electronic diaries, appointments, meetings, agendas and meeting minutes.
• Screen and manage incoming calls, emails and internal/external correspondence.
• Receive, allocate, track and capture job cards, ensuring timely follow-up and resolution of queries.
• Liaise with contractors, suppliers and service providers regarding maintenance, repairs and equipment.
• Maintain accurate filing systems, departmental records, asset registers, stock records and equipment checklists.
• Conduct and maintain daily stock, equipment and asset control processes.
• Managing staff timecards, including leave, standby, and overtime, on the Kronos system.
• Assist with procurement processes, including supplier liaison, equipment motivations, orders and invoices.
• Manage contractor access, visitor stickers and contractor registers.
• Prepare, type, proofread and distribute departmental correspondence, notices and reports.
• Provide general administrative support to the Maintenance Department and assist with data capturing, scanning and record keeping.

MINIMUM REQUIREMENTS

• Grade 12 / Matric certificate.
• Secretarial, Administration, Office Management or related qualification will be an advantage.
• 2–3 years' relevant administrative/secretarial experience, preferably in a hospital, maintenance, facilities or technical environment.
• Computer literacy, particularly Microsoft Word, Excel and Outlook.

SKILLS

• Strong administrative and organisational skills.
• Excellent communication and interpersonal skills.
• Good computer literacy, especially MS Word, Excel and Outlook.
• Strong attention to detail and accuracy.
• Excellent minute-taking and meeting administration skills.
• Good time management, multitasking and prioritisation.
• Accurate data capturing, filing and record keeping.
• Basic procurement, invoicing, stock and asset management.
• Strong follow-up, coordination and problem-solving skills.
• Professional liaison with contractors, suppliers and staff.
• Confidential, reliable and professional.
• Able to work independently and within a team.