TECHNICAL SERVICES SECRETARY (TEMPORARY POSITION)- CITY HOSPITAL

PURPOSE OF POSITION

To provide efficient administrative and secretarial support to the Technical Services Department, ensuring effective coordination, accurate record keeping, communication and smooth daily operations.

KEY PERFORMANCE AREAS

• Provide efficient administrative and secretarial support to the Maintenance Department.
• Manage electronic diaries, appointments, meetings, agendas and meeting minutes.
• Screen and manage incoming calls, emails and internal/external correspondence.
• Receive, allocate, track and capture job cards, ensuring timely follow-up and resolution of queries.
• Liaise with contractors, suppliers and service providers regarding maintenance, repairs and equipment.
• Maintain accurate filing systems, departmental records, asset registers, stock records and equipment checklists.
• Conduct and maintain daily stock, equipment and asset control processes.
• Managing staff timecards, including leave, standby, and overtime, on the Kronos system.
• Assist with procurement processes, including supplier liaison, equipment motivations, orders and invoices.
• Manage contractor access, visitor stickers and contractor registers.
  Prepare, type, proofread and distribute departmental correspondence, notices and reports.
• Provide general administrative support to the Maintenance Department and assist with data capturing, scanning and record keeping.

MINIMUM REQUIREMENTS

• Grade 12 / Matric certificate.
• Secretarial, Administration, Office Management or related qualification will be an advantage.
• 2–3 years' relevant administrative/secretarial experience, preferably in a hospital, maintenance, facilities or technical environment.
• Computer literacy, particularly Microsoft Word, Excel and Outlook.

SKILLS

• Strong administrative and organisational skills.
• Excellent communication and interpersonal skills.
• Good computer literacy, especially MS Word, Excel and Outlook.
• Strong attention to detail and accuracy.
• Excellent minute-taking and meeting administration skills.
• Good time management, multitasking and prioritisation.
• Accurate data capturing, filing and record keeping.
• Basic procurement, invoicing, stock and asset management.
• Strong follow-up, coordination and problem-solving skills.
• Professional liaison with contractors, suppliers and staff.
• Confidential, reliable and professional.
• Able to work independently and within a team.

NB: Only short-listed candidates will be contacted.
Your information is collected and processed in accordance with the Protection of Personal Information Act No 4 of 2013 (POPIA).
By applying to this advert, you consent to JMH (Pty) Ltd collecting and processing your personal information for the purpose of determining your eligibility for the advertised position.
If unsuccessful, your personal information is securely destroyed and is not retained by the company.
Preference will be given to employees from the designated group in line with the Employment Equity Act