Reporting to Director: Project Implementation & Monitoring Key Role/s and Responsibility:• Management of the Director’s diary and the entire Programme.• Daily management and screening of Director’s mailbox to track urgent and important correspondence for urgent actioning.• Ensure timeous update of Director’s diary.• Draw up and update the Director’s weekly programme of action and update the diary on a daily basis for optimal coordination• Advise support staff on specific requirements and priorities regarding the Director’s meetings.Meeting administration and management:• Preparing packs for meetings to include notification, agendas and minutes timeously (this relates to meetings with internal and external stakeholders)• Attend meetings with the Director as and when required, take notes and follow up on all documentation and correspondence emanating from such meetings, including preparation of minutes• Provide executive co-ordination support to the Director with Members of the Mayoral Committee (MMC), Executive Director, Regional Head and Support Staff. • Proactively follow up on administrative tasks and instructions from the City Manager, MMC and Executive Director and ensure that all instructions are carried out by other Officials in the Directorate.• Briefing the MMC and Executive Director on status of the meetings, events and advise whether there are clashes or cancellations.• Ensure proper logistical arrangements (parking, venue bookings and beverage requisitions)Travel Arrangement:• Establish specific requirements for Director’s travelling (destination, time, date, hotel etc.) and ensure that these are timeously forwarded for procurement to Finance.• Preparing of reports and submit with supporting documentation to office of Executive Director for approval.• Ensure management of travel/accommodation reservations as and when requested by the Director in accordance with the City’s travel policy, where necessary liaise with S

• Dictaphone and copy typing• Opening of new cases on elite and patricia (in-house systems)• Copying info from internet (www.wipo.co.za) for opening of new cases• Filing of cases at the South African Patent Office on or before due dates• Receiving and filing info from the South African Patent Office• Sending of information and documentation to South African Patent Office• Sending reporting letters to clients• Send correspondence to clients by fax, email or post• Sending lP documents to clients• Amendments of Specifications• Diary management• Travel bookings for Senior Associate• Visitor bookings for Senior Associate• Use of in-house database (Patricia)• Invoicing – Time Entries, Cost Entries, Quick Proforma (Elite – legal package)• National phase filings • Convention filings • Design filings • Acceptances • Late lodgements• Draw up schedules for publication

• Dictaphone typing and copy typing.• Booking of service calls for faulty or broken units (i.e. printers, fax machines, computers).• Cheque requisitions.• Diary management.• Distribution of faxes and documents received.• Faxing.• Identifying office property.• Internet research.• Inventory list updates.• Leave form management (i.e. after approval by Assistant Director, ensure that copy of leave form is filed and original reaches HR department).• Maintaining a proper filing system.• Management of attendance registers.• Monthly activity reports.• Monthly status quo reports.• Photocopying of Planning Committee Agendas and maps.• Receive and record Affidavits, Notice of Motion and Court documents in register and thereafter delivery to Assistant Director or Legal Advisor.• Receive and safe-keep of cheques to be collected by outside firms.• Recording of messages in message book.• Arranging of meetings and refreshments.• Refreshment requisitions.• Responsible for obtaining quotations and submitting for approval when purchasing new units and ensuring payment of such units. (e.g. fax machine, printers).• Research (i.e. EE awareness programme and arranging for the presentation with the respective companies).• Screening of incoming calls and directing calls to relevant official or department.• Stationery requisitions.• Liaising between management team and staff.

Reporting to Consultants in IT, Finance and Engineering Key Role/s and Responsibility:• Secretary for 3 consultants within the I.T, Finance and Engineering Departments• Typing up of all applicants C.V’s• Typing up of covering Letters• Placing consultants adverts onto the internet: o (www.pnet.co.za) , (http//admin.jobfood.com)• Sending out applicants CV’s to clients• Responsible for any printers that need toners• Ordering of printing toners• Filing• Relieving receptionists of their switchboard duties when they are on lunch or in their absence• Sending out letters of regret to applicants• Handing out application forms to applicants when they come for interviews• Ensuring that reception is neat and tidy at all times• Liaising with applicants and clients, regarding any queries they may have• Credit check of applicants• Scanning of documents onto the computer• Phoning Universities to verify applicants Degrees and Diploma’s• Invoicing• Data capturing • Setting up interviews for applicants to meet with consultants (internal)• Setting up interviews for applicants to meet with clients (external)

• Preparation of bus for trip• Boarding of passengers at station• Disembarking of passengers at various stops • Keeping passengers informed about trip (e.g. halfway stops)• Serving tea and coffee in bus• Selling of refreshments• Handling all queries / complaints from passengers • Selling tickets to standby passengers• Depot duty (travelling to & from PTA)

ELDORADO PARK EDUCARE CENTRE• General office routine• Keeping children’s register• Answering telephone• Typing of all documents• Handling all queries from parents• Relieved in classrooms when Teachers were absentD-ZIGN IDEASDuring school holidaysBURLINGTON DATA PRINTDuring school holidays• Folding of envelopes• Filling