Rape Crisis Cape Town Trust: Secretary to the Director

The ideal person for this job would be someone with excellent planning and organising abilities, who has strong verbal and written communication skills, a concern for accuracy and an ability to pay attention to detail, who is able to follow instructions and procedures carefully, understands service orientation and focusing on client needs and satisfaction and who can take responsibility and show initiative, taking prompt action to accomplish objectives and adopting a pro-active approach that pre-empts problems arising.

Responsibilities:

• Telephone management - answering, screening and initiating calls, message taking and keeping records of calls;
• Mail and e-mail management - open, scan and action post and e-mails, acknowledge receipt of mail, distribute mail messages, file and keep a record or mail messages and complete follow up;
• Travel arrangements - booking of local and international travel including preparation of paper work and travel documentation. making financial arrangements, confirming final flight arrangements and accommodation, arranging transport and accounting for per diem spending on return;
• Information management - developing filing systems both paper and electronic, storing and retrieving information and regular backups both electronic and hard copy;
• Meetings and appointments - maintain the Director’s diary, schedule meetings, prepare the venue, prepare the paperwork, arrange refreshments and circulate the programme or agenda;
• Minutes and typing - take minutes of meetings, type up minutes, send them for approval to the chair of the meeting, add in any changes or corrections, file, circulate, general typing of the Director’s notes and document editing.

Requirements:

• Secretarial certification;
• Minimum of 3-5 years of experience as a Personal Assistant or Secretary;
• Excellent computer literacy (MS Word, Excel, Outlook, PowerPoint, Explorer);
• Strong office administration skills - typing, filing, scheduling, minute taking and telephone skills;
• Driver's licence and own transport;
• Very good written and spoken English;

Proficiency in two spoken languages of the Western Cape - English, Afrikaans and isiXhosa.
Salary: This is a part-time position of 20 hours a week, preferably mornings only, as a total cost to company package.

To apply, submit a brief CV (not longer than three pages), covering letter that outlines how the candidate fits the job requirements, and the names and full contact details (telephone, fax and e-mail) of two recent referees, to the Director at kath [at] rapecrisis [dot] org [dot] za or fax to: 021 447 5458.

For more about the Rape Crisis Cape Town Trust, refer to www.rapecrisis.org.za.