Makoena Donald Buthane
Senior Secretary
Tshwane
Summary
Professional administrative professional with strong track record in managing office operations and supporting executive teams. Adept at coordinating schedules, handling communications, and maintaining organized systems. Known for team collaboration, reliability, and flexibility in meeting changing needs. Proficient in Microsoft Office, project management, and maintaining confidentiality.
Overview
21
21
years of professional experience
15
15
Certifications
1
1
Language
Work History
Senior Secretary
City of Tshwane
09.2023 - Current
- Maintain the executive's agenda
- Render a comprehensive diary function of the chairperson of the S79 committee
- Respond to various invitations received within the office of the chairperson of the S79 Committees
- Coordinating travelling arrangements of the chairperson of the S79 Committees
- Liaise with external and internal entities designated for the office of the Chairperson of the S79 Committees
- Provide a documentation processing function in terms of updating of contact lists, typing memos, letters, and reports of the chairpersons of the S79 Committees
- Answering telephone, making appointments and attending to queries directed to the office of the chairperson
- Responding to fax, photocopying documents of the Chairperson, binding, scanning and distributing them
- Making appointments on behalf of the Chairperson
- Arrange meetings of the chairpersons and Stakeholders (Communities, Church leaders, etc.)
- Arrange requisition (Stationery, refreshment and tools of trade) for the meetings
- Preparation of the chairperson’s meeting packs
- Consult with the chairperson regarding his diary on a daily basis
- Diarize all committee meetings, events, urgent notices and constantly notify the chairperson
- Determine the chairperson’s engagements by prioritizing and rescheduling where necessary
- Plan appointments and meetings
- Attend meetings and take minutes
- Handle phone calls and manage correspondence
- Arrange travel, maintain records, and assist in various admin tasks
- Preparing S79 Community Safety Reports
- Preparing S79 Community Safety Inspection
- Compile agenda andtake minutes for all S79 Community Safety committee within the Municipality
- Be responsible for recordkeeping
- Handling and securingconfidential documents and information
- Responding to various invitations received within the office of the Community Safety Chairperson
- Coordination of traveling arrangements for meetings/workshops of the Chairperson
- Liaise with internal & external entities designated for the office of the Chairperson
- Provide a documentation processing function in terms of updating contact lists/typing memorandums, letters, reports
- Coordination of maintenance in the office of the Chairperson
Acting Snr Admin
City of Tshwane
03.2024 - 12.2024
- Performs a variety of administrative tasks to support senior managers and executives, including managing phones and emails, scheduling appointments, planning meetings, tracking Committee resolution and maintaining office operations
- Support the Chairperson during meetings including note taking
- Manage general office admin and filling of documents
- Manage the chairperson diary on MS Outlook Calendar, including systematic method/approach of tracking emails
- Manage and arrange meetings and appointments on behalf of the Chairperson, Oversight Committee and ensure the relevant documentation for the meeting is available in the required mode
- To render an executive secretarial and administrative support service to the Office of the Management and Support Officer Appointment requirements Grade 12 or an equivalent certificate plus a secretarial qualification or training At least two years’ relevant secretarial experience A valid Code B driving license will be an added advantage Computer literacy Personal attributes and/or competencies Flexibility; willingness to accept responsibility; innovative thinking skills; ability to pay attention to detail; ability to work within prescribed timelines; good self-management skills; ability to function well in stressful conditions; ability to maintain confidential and sensitive information Primary functions Provide a reception service Provide an office administration service Provide a typing and computer-operating service Provide an operational logistics service Execute diverse official secretarial duties
- Self-motivated, with a strong sense of personal responsibility.
- Excellent communication skills, both verbal and written.
- Proven ability to learn quickly and adapt to new situations.
- Skilled at working independently and collaboratively in a team environment.
- Worked well in a team setting, providing support and guidance.
- Passionate about learning and committed to continual improvement.
- Managed time efficiently in order to complete all tasks within deadlines.
- Assisted with day-to-day operations, working efficiently and productively with all team members.
- Worked effectively in fast-paced environments.
- Worked flexible hours across night, weekend, and holiday shifts.
- Demonstrated respect, friendliness, and willingness to help wherever needed.
- Adaptable and proficient in learning new concepts quickly and efficiently.
- Organized and detail-oriented with a strong work ethic.
InHouse Security Officer
Department of Employment and Labour
11.2012 - 08.2023
- Manage of Risk throughout the premises
- Manage of Security and Service Providers
- CCTV management and affiliated service providers
- Management of the complete Health and Safety function to the site asrequired and stipulated by the law and COVID protocol's
- Managementand Coordination access control
- Ensure effective and controlled patrolling of Department of Employment and Labour premises, critical facilities and perimeter
- Effective functioning of the security control center and accurate ability to generate security related data
- Generate incident reports and access degrees, patrolling and security control center on daily basis
- Management and Monitoring ofSecurity Surveillance System and Equipment
- Ensuring deployment of appropriate security system (Camera, Electric Fence, Gate, Lighting, Access Points, Computer System and Radiation Monitor) to detect and counter any act of intrusion
- Management of physical security assets. (including vehicles, patrol monitors and any other equipment)
- Shift Coordination and Management
- Coordination and Management of shiftin terms of staffing, development, quality of work discipline and staff availability
- Ensure proper handover procedure from one shift to the next (Keeping proper Records)
- Conducting regular shift appraisals to assess work standard and ethos, wellness issues and team Cohesiveness
- Handling and Response to all Security Incidents
- Maintenance of Security Incidents reports register, where all SecurityIncidents are reported, recorded, actioned, evaluated and preventive measures adopted
- Conducting emergency response planning
- Compliance with Department of Employment and Labour Security (Statutory and Department of Employment and Labour Specific)
- Compliance with Department of Labour Security standard, procedure reporting lines and reporting procedures
- Continuous report on the activities and performance of ashift
- Rendering of administrative work in the office
- Perform security surveillance and monitoring duties in the control room
- Assign access cards to employees and visitors
- Draw access reports from the Electronic Security System
- Identify access control breaches and report to management
Security Officer
Manelisi Security Company
11.2009 - 12.2011
- Maintain a safe and secure environment for employees and external stakeholders by patrolling and monitoring premises, assets and personnel at Compensation Fund
- Escort Clients and Contractors to therelevant offices
- Record and report all unusual incidents in the Occurrence book and report immediately to In-house Security offDepartment of Employment and Labour
- Patrol the building interior and exterior at regular intervals as determined by Department of Employment and Labour
- Receptionist - Confirming with internal clients for their visitors - inbounds and outbound calls and direct them to internally to the relevant sections
- Scanning visitors to identify documents and bags to access the premises
Security Officer
Group4Securicor
11.2004 - 06.2008
- Management and coordination of access control
- Ensure that no prohibited/undercoated items and substances gain access or exit the premises
- Ensure effective searching of vehicle's
- Ensure effective and controlled patrolling of the premises, critical facilities and perimeter
- Record and report all unusual incidents in the occurrence book (OB)and report immediately to Facilities Management/Supervisor
- Patrol the building interior and exterior at regular intervals as determined byFacilities Management and record such patrols
Education
Grade E,D -
TK Security Academy
01.2003
Matric - Grade12
Mashiane Secondary School
01.2001
Skills
Team leadership
Office administration
File management
Document preparation
Expert communication
Contract review
Meeting planning
Executive support
Calendar management
Presentation development
Report generation
Minute taking
Expense reporting
Advanced organization
Customer service
Verbal and written communication
Accounts payable
Phone etiquette
Organization
Appointment scheduling
Report writing
Task prioritization
Data verification
Meeting coordination
Meeting support
Appointment coordination
Record preparation
Letter writing
Phone reception
Teamwork
Problem-solving
Problem-solving abilities
Office management
Accomplishments
- Best Service Award - 2010
- Best Service Award of the Year Manelisi Security Services
- Best Student Award - Jeppe College
Certification
Control Room Operator - 2010
Interests
Reading
Soccer
Politics
Timeline
Acting Snr Admin
City of Tshwane
03.2024 - 12.2024
Senior Secretary
City of Tshwane
09.2023 - Current
InHouse Security Officer
Department of Employment and Labour
11.2012 - 08.2023
Security Officer
Manelisi Security Company
11.2009 - 12.2011
Security Officer
Group4Securicor
11.2004 - 06.2008
Matric - Grade12
Mashiane Secondary School
Grade E,D -
TK Security Academy
References
- Lawrence, Selala, Dep of Employment and Labour Deputy Director, 0723691519, Department of Labour
- AK, Pillay, Dep of Employment and Labour Director, 0765271971, Department of Labour
- Shezi, CEO, 0824711874, Manelisi SecurityServices
- James Stephen, Dhliwayo, Lecture, 0780138029, Jeppe College
- Kabeto, Thipe, City of Tshwane Supervisor, 0766058125, City of Tshwane
- Mmasetshaba, City of Tshwane-Director, 0766058125, City of Tshwane
- Thabang, Sebotsane, S79 Community Safety Chairperson, 0835338233, City of Tshwane
Personal Information
- Date of Birth: 1982/04/03
- Gender: Male
- Nationality: African
- Driving License: C2
- Marital Status: Married
- Religion: ZCC (St Engenas)
- ID Number: 8204035792084