Secretary - Administration, Property & Security Branch

KEY OUTPUTS

• Correspondence (letters and memoranda) drafted/prepared, logged and routed;
• Circulars and other relevant documents printed and issued; 
• Telephone calls screened/directed and messages/information logged and delivered;
• Meetings scheduled and co-ordinated; 
• Minutes recorded, prepared and distributed; 
• Senior Manager’s diary maintained; 
• Staff records co-ordinated and maintained; 
• Reports prepared and submitted. 

KEY RESPONSIBILITY AREAS

Technical and Professional Duties 

• Stamps and logs all correspondence received for the Senior Manager’s Office; 
• Types all letters, memoranda, and other related correspondence; 
• Screens visitors and telephone calls for the Senior Manager, and assists with clients’ request where possible; 
• Responds to queries and makes contact with Taxpayer(s) where necessary; 
• Co-ordinates activities for meetings, transcribes and prepares minutes of meetings; 
• Schedules and confirms appointments for Senior Manager; 
• Updates diary and reminds Senior Manager of appointments; 
• Assists with the compilation of the budget and réconciliation of the Petty Cash and telephone bills ; 
• Assists with the preparation of request for re-imbursement relating to Petty Cash;
• Co-ordinates request for quotation for services rendered to TAJ and follows up with all transactions ; 
• Maintains schedule for asset repair and maintenance of equipment;
• Updates the attendance register and prepares and submits the punctuality report
• Photocopies, scans, faxes and e-mails relevant documents; 
• Establishes and maintains an appropriate filing system for the recording and easy retrieval of information; 
• Updates staff leave cards and submits to HRM where necessary; 
• Conducts research on behalf of the Senior Manager; 
• Supports the identification and management of risks within the organization and by extension the respective area of work; 
• Performs any other related duties assigned by the Senior Manager. 

PERFORMANCE STANDARDS

This job is satisfactorily performed when: 

• All Correspondence are typed/drafted error free, logged and routed within the required time frame; 
• Circulars and other relevant documents are circulated as stipulated; 
• Calls to the Senior Manager are monitored, messages are taken and delivered within the specified timeframe; 
• All meetings are properly arranged and attendees informed within the agreed timeframe; 
• The minutes of meetings are recorded, correctly transcribed and circulated to the relevant persons by the stipulated time; 
• The Senior Manager’s diary is updated on a daily basis with scheduled or cancelled appointments and is reminded of the appointments; 
• Staff records/leave cards are appropriately maintained and updated; 
• Comprehensive, accurate reports are prepared in the required format and submitted by the due date. 

AUTHORITY TO:

• Disseminate information; 
• Confirm and cancel the Senior Manager’s appointments; 
• Open correspondence addressed to the Senior Manager; 
• Organize meetings. 

REQUIRED COMPETENCIES

Specific Knowledge 

• Working knowledge of TAJ’s functions and operations; 
• Knowledge of TAJ’s Code of Conduct; 
• Working knowledge of computer systems and all the relevant applications; 

Required Skills and Specialised Techniques 

• Excellent communication, interpersonal and team skills; 
• Excellent planning and organizing skills; 
• Excellent time management skill; 
• Ability to take initiative; 

Qualification and Experience 

• Certificate in Business Studies or the equivalent; 
• Certificate in Administrative Management – Level 2 (CAM 2);
• Two (2) years work related experience. 

WORKING CONDITIONS

• Normal office environment