TASKS and RESPONSIBILITIES

  • All tasks and responsibilities are to be treated with confidentiality and respect at all times.

Assistance with Working Dog Owners / Potential Working Dog Owners

  • The Secretary must place items/documents into the urgent or non-urgent in-tray of the Guide Dog Training HOD or Service Dog Training HOD
  • Handle all calls from existing and potential working dog owners, personally assist where possible and forward information on to the Guide/Service Dog Services HODs or the Instructors, as need be. This would include but would not be limited to:-
    • Queries, problems and messages
    • Potential applicants for GDA
    • Application forms, interviews, arranging classes
    • Keep spreadsheet for applications updated at all times
    • Must ensure that waiting lists are correct for working dog owners for Johannesburg and Cape Town branch
    • Draft letters to facilitate Working Dog Owners access onto flights
    • Draft letter to facilitate Clients with access problems i.e. accommodation, work environment, flights, etc.
    • Draft letter with general Working Dog information which may be required by corporates, universities, etc.
    • Travel arrangements for students and their Guide Dogs returning from class, for retired working dogs returning to our centre
  • for Students on class, prepare all class information and lectures (Braille/print). This includes:-
    • Dog information
    • Letters to Vet and updated Vet book from Kennels
    • Photographs
    • Check that all equipment is ready and available for the class
    • Dog Medallion
    • Generating pro-forma Invoices for all students on class
  • Class books for Instructors to be printed and ready 3 working days before the first day of class.
  • Arrange interview and after-care visits on instruction of HODs

Administrative Duties

  • Answer incoming telephone calls as necessary
  • Making travel and accommodation arrangements for staff undertaking Association-related travel, both local and international. As well as negotiating the best possible reduced rates.
  • Making application for permits for the importation of frozen semen from International Guide Dog Schools

Training Department

  • Undertake all administrative duties for the Department. This includes but is not limited to:-
    • Updating all Working Dog Owner’s files (from monthly reports and telephone contacts)
    • Updating all dog, Client, Puppy Raisers records on database, within 1 working day of receiving updated form.
    • Updating department record boards regarding working dog owners and applicants.
    • Generating pro-forma Invoices when issuing Dog medallions and purchases of equipment.
    • Dealing with complaints from the general public related to Working Dog owners or Instructors and should the Guide Dog Service HOD or Service Dog Manager not be available to escalate to Executive Director.
    • Dealing with requests from the media should the Guide Dog Services HOD or Service Dog Manager not be available.
    • Communicate with Working Dog Owners who are experiencing work related problems and ensure that an appropriate instructor provides assistance.
    • Communicate with the general public who wish to adopt dogs, donate pups/dogs, become Puppy Raisers or want to become Guide Dog Mobility Instructors.
    • Printing and framing of all photos for meeting of Puppy Raisers and Students during classes
    • Prepare all COAs and photos for Student Graduation ceremonies. To be ready and framed by Tuesday COB before graduation.
    • Stock control of equipment.
    • Graduation information to be received by Gail on Monday COB (before Graduation) regarding Client/PR and Dog info.

Secretarial Duties

  • Handle all secretarial matters as required by the Guide/Service Dog Training HODs:
    • Taking of minutes for weekly Training Department Meeting. Minutes must be completed by Wednesday COB if the meeting was on Monday of the same week. Minutes must be circulated to HOD’s by Thursday COB.
    • Assist with preparation of IGDF Annual Report
    • Assist with preparation of IGDF Pre-Assessment Pack as and when required (once every 5 years)