Administrative Support and Coordination to Corporate Services Office 50% | Diary Management - Plan and schedule the Corporate Services Office's annual, quarterly, monthly, weekly and daily plans and tasks as required
- Schedule and coordinate meetings in the Corporate Services Office 's diaries as required
- Identify meetings that the Executive Manager : Corporate Services cannot attend and recommend alternative attendee as required
- Manage that meetings are well coordinated and organised including all meeting logistics as required
- Develop and update the departmental annual calendar with all key engagements and deliverable deadlines, implement reminders and coordinate that all calendar deliverables are received on time and to standard by the agreed dates
- Coordinate leave applications for relevant staff members and submit to Executive Manager : Corporate Services for approval.
- Ensure smooth daily functioning and operations of the Executive Manager : Corporate Services's office
Secretarial - Collate all Operational reporting documents from the Corporate Services Team for submission to Executive Manager : Corporate Services
- Draft meeting documentation including minutes, agenda's, matters arising, resolutions and meeting invitations, submit for approval and distribute within agreed turnaround time
- Ensure that minutes are approved and distributed within 5 days
- Capture action items and email to Corporate Services within 2 days
- Assist the Executive Manager : Corporate Services on administrative requirements within deadlines
- Edits and quality assure all external written communications via the Executive Manager : Corporate Services Office
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Stakeholder Management 25% | - Engage and communicate directly with CEO, Executive Management, Management and related stakeholders, on behalf of the Executive Manager : Corporate Services as required
- Represent Executive Manager : Corporate Services on first contact including responding to communication professionally
- Build influential relationships with stakeholders to support effective and efficient processing of INSETA requirements as required
- Resolve stakeholder queries and complaints in a manner that maintains the stakeholder relationships.
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