Secretary

Reponsibilities:

As secretary, you will be directly involved with the coordination and implementation of office procedures and frequently have responsibility for specific projects and tasks and, in some cases, oversee and supervise the work of junior staff. Your duties are, but not limited to;

  • Properly communicating notice of any meetings and timely distribution of materials such as agendas and meeting minutes
  • Providing advice and resources to the board on topics such as governance issues, amendments to the state laws, and the like, that will assist them
  • Maintaining accurate documentation and meeting any legal requirements such as annual filing deadlines
  • Responsible for reviewing and updating documents as necessary and ensuring all documents are safely stored and readily accessible.
  • Audio and copy typing
  • Letter writing
  • Dealing with telephone and email enquiries
  • Creating and maintaining filing systems
  • Scheduling and attending meetings, creating agendas and taking minutes – shorthand may be required
  • Keeping diaries and arranging appointments
  • Organising travel for staff and volunteers
  • Devising and maintaining office systems;
  • Booking rooms and conference facilities;
  • Using content management systems to maintain and update websites and internal databases
  • Managing and maintaining budgets, as well as invoicing
  • Liaising with staff in other departments and with external contacts
  • Ordering and maintaining stationery and equipment
  • Sorting and distributing incoming post and organising and sending outgoing post

To be expected:

  • The nature of the role is to support colleagues and projects rather than to take a lead on projects yourself, which may become frustrating.
  • The role can be stressful at times, since the work is always focused on the needs of the manager or team. Deadlines may be imposed suddenly, demanding flexibility and reprioritisation of workload.

Skills:

  • Administrative Writing Skills
  • Reporting Skills
  • Supply Management
  • Scheduling
  • Microsoft Office Skills
  • Professionalism
  • Confidentiality
  • Organization
  • Travel Logistics
  • Time efficient typing

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