This document outlines the job description for a Secretary/Operations position. The responsibilities include performing various secretarial duties like answering phones, filing, and typing correspondence. Additional responsibilities involve liaising with customers and suppliers, assisting managers, arranging meetings, and handling health and safety tasks like ensuring first aid kits are stocked. The position is also responsible for compiling weekly and monthly reports from branches, overseeing maintenance staff, and addressing security and building issues to ensure smooth operations.

1. JOB DESCRIPTION SECRETARY / OPERATIONS
TRACEY JORDAAN
SECRETARIAL DUTIES
 Handle all information in a confidential manner.
 Full secretarial duties such as taking messages, answering the phone.
 Office administration: Filing, typing correspondence, faxing.
 Customer & Supplier Liaison.
 Gathering information for reporting purposes and capturing of information on the Forecasts, Budgets
and Actual system.
 Assist the Managing Director, Financial Manager & Public Relations Manager when their secretaries
are out of office.
 Writing up of orders and requesting / receiving quotes for orders.
 Keep the Operations Manager’s diary up to date and giving him reminders for meetings.
 Make sure Board Memo’s are done by the requested date.
 Fax Financials to Branches when received from the Financial Secretary.
 Assist the Operations Manager and Regional Manager with Disciplinaries e.g. typing from
Dictaphone, sending correspondence etc.
 Arranging Quarterly Managers Meeting’s lunches, refreshments, agenda and any other information
required for the meeting. Ensure the boardroom is setup and ready for the three day meeting.
 Switch Board Duty once a week for a 30 min lunch break for the Receptionist. This is on a rotational
basis with the other Secretaries.
HEALTH & SAFETY
 Make sure all First Aid boxes and kits are stocked and up to date.
 Must respond as a First Aider when there is an emergency.
 Generally, keep an eye out for any Health and Safety risks/hazards and report them to the Health and
Safety Chairman.
 Make sure that all OSH Act correspondence and letters are in place and up to date.
 Compiling of monthly and quarterly safety stats for board memo’s.
 Keep an incident book at hand. Must also complete the book if an incident takes place.
 Do the duties of a Health and Safety Representative, such as: Check and keep register of First Aid
boxes, Portable Electrical Equipment, Fire Equipment and premises checks etc. Also inform staff if
their actions could be cause for any health and safety issue or incident.
 Do health and safety inspections at the Gauteng branches and send a report to the Health and Safety
Chairman of Collect-a-Can.
 Do incident investigations as and when an incident has taken place and report to the Health and
Safety Chairman.
 Ensure that all legislative training is done at HQ.
 Ensure that a renewed Compensation Fund Letter of Good Standing is issued for filing purposes.
 Ensure all relevant employees have the required PPE (Personal Protective Clothing).

2. VEHICLE AND BALERS
 Make sure all vehicles and balers licence renewals are done.
 Keep the Vehicle & Baler database up to date.
 Receive Transfer of Fixed Asset forms for vehicle and balers to move them from one branch to
another and to update the files and database accordingly.
 Complete the necessary forms the licensing department as and when required.
WEEKLY AND MONTHLY REPORTS
 Gather information from branches and compile weekly and monthly reports for weeklyManagement
Meetings and Operations Meetings.
 Compile graphs when required to.
 Double check information to ensure that the information on the reports are a 100% correct.
 Notify the Manager if branches send through inaccurate information to Head Office.
 Compile a Weekly Export Stock Sheet every Monday for the Commercial Department.
 Ensure that the Declared figures and letters balance.
HEAD OFFICE & GARDEN LABOURER
 The Head Office Maintenance Labourer reports to this position.
 Oversee that the Head Office Maintenance Labourer is doing his duties and as per the SOP.
 If there is any building maintenance issues, to ensure that the labourer gets them sorted out
timeously.
SECURITY AND MAINTENANCE
 Ensure that the Security Guards are happy and be their line of communication between them, the
Operations Manager and the Security Company’s Operations Manager.
 Ensure that all security complaints are communicated to the Security Company’s Ops Manager.
 When staff don’t close windows, arm the alarm system and don’t lock the exit doors to inform
Manager who will in turn address with his/her staff members.
 Ensure that the OB book is signed every Monday, Wednesday and Friday and that all power failures
is recorded in the Power Failure book and get the water meter reading at month end as and when
request by the Landlord.
 Any security alarms, fences and intercom systems etc. is maintained and fixed immediately on
finding the problem.
 Any building maintenance issues to be address via email to the Landlord immediately.
 If staff has left electrical equipment, such as: heaters, air conditioners and lights on overnight or the
weekend, inform Management, who will address the relevant staff member and ensure theydon’t do
it again.
TRACEY JORDAAN DATE