About this role
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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