Role Summary
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Perform a variety of administrative and secretarial tasks to optimize the time management and performance of a manager. Tasks may involve acting as a first point of contact, dealing with correspondence and phone calls, managing diaries, organizing meetings and appointments, and controlling access to the manager.
Job Responsibilities
Handling Enquiries and Correspondence
Answer the telephone and assist callers or those making a broad range of enquiries by email or mail or other means with any requests for information, directing more complex matters to colleagues as necessary. Initiate contact internally and externally on a regular basis to convey requests, provide instructions or obtain information on behalf of a senior colleague.
Correspondence
Prepare routine letters, email, minutes of meetings and reports for approval by more senior colleagues or a senior executive.
Document Preparation
Prepare moderately complex documents using a variety of applications for technology devices such as standard office software. Also responsible for gathering and summarizing data for reports.
Administration
Produce, update and provide best practice support on a wide range of MS documents, databases and other departmental systems to support the work of more senior colleagues.
Business Meetings/Events Arrangement
Schedule appointments, make arrangements for meetings and conferences, and organize travel plans following instructions to ensure more senior colleagues or a senior executive make best use of their time.
Receiving Visitors
Receive visitors and respond accurately and promptly to a broad range of questions and issues raised.
Procurement
Support others by carrying out a range of procurement activities. Involves following established procedures.
Operational Compliance
Develop knowledge and understanding of the organization's policies and procedures and of relevant regulatory codes and codes of conduct to ensure own work adheres to those standards. Obtain authorization from a supervisor or manager for any exceptions from mandatory procedure.
Work Scheduling and Allocation
Design own monthly schedule and, if necessary, assign work to others in order to speed up office workflow and ensure high-priority tasks get done.
Personal Capability Building
Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching. Develop and maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.
Education

• Post-Secondary Non-Tertiary Education Level 4

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