Secretary

As a secretary you are responsible to provide a full range of secretarial and administrative support activities, inclusive of highly confidential and sensitive matters to ensure smooth operation of the designated department and to assist in the administration of the Human Resources function ensuring its overall efficiency and effectiveness within the company.

General Duties and Responsibilities:

• Assist in the administration of the recruitment process as per HR standards to ensure accuracy of documentation and filing.
• Prepare all necessary documents of new joiners to ensure payroll activation and the smooth integration of the new Employee to the team.
• Process administration requests efficiently to ensure Employee needs are met.
• Compile and prepare requisitions to ensure adequate items and stationery are available for a smooth Human Resources operation.
• Assist leavers with their exit procedures to facilitate a smooth departure from the company.
• Organize daily incoming correspondence, make preliminary assessment and handle and respond as appropriate.
• Compose and prepare routine correspondence and prepare simple interpretation of documents and correspondence if requested.
• Prepare, assemble and distribute various reports and documents.
• Receive and screen all incoming telephone calls, provide and receive information or refer the matters to the appropriate person to handle.
• Keep calendar constantly updated to facilitate appointment and meeting schedules.
• Establish and maintain various filing / records / database of business contacts, trace pending items and follow up as appropriate.
• Arrange for various meetings and take minutes.
• Function as an administrative link to ensure that all parties receive the relevant information respectively.
• Organize business travel arrangements and other duties as assigned.
• Operate in a safe and environmentally friendly way to protect customers’ and employees’ health and safety, as well as protect and conserve the overall work environment.

Requirements

• Promote efficiency, confidence, courtesy and high standard of social skills.
• Promote and ensure good inter-departmental relations.
• Display a pleasant manner and positive attitude at all times and promote a good company image to internal and external customers.
• Demonstrate pride in the workplace and personal appearance at all times when representing the company thus identifying a high level of commitment.
• Adhere to Company rules and regulations at all times.