Personal Assistant

Requirements

Mandatory Minimum Requirements: Senior Certificate with a Secretarial Certificate or Diploma. 1-2 years' experience in a Secretarial or Office Management environment. Key Requirements: Experience providing secretarial and administrative support to senior management. Strong telephone, reception and diary management skills. Advanced typing, drafting and document preparation skills. Experience compiling reports, maintaining records and managing filing systems. Ability to coordinate meetings, prepare agendas, take minutes and follow up on actions. Experience arranging travel, accommodation and S&T claims, and handling office procurement. Good computer literacy (Microsoft Office Packages) and ability to use standard office equipment. Discretion, confidentiality and strong interpersonal skills in dealing with stakeholders.

Key Responsibilities

Provides a secretarial/receptionist support service to the manager: Receive telephone calls, exercise discretion on call routing, finalize routine enquiries, perform advanced typing and operate office equipment. Record the manager’s engagements, manage appointment schedules and advise on the urgency of meeting requests. Renders administrative support services: Ensure the effective flow and safekeeping of information and documents, compile reports, respond to enquiries and draft documents as requested. Coordinate travel arrangements, prepare advances and S&T claims, handle accommodation bookings and process stationery and office requisitions. Provides support to manager regarding meetings: Scrutinise meeting documents, compile packs, prepare briefing notes, record minutes and follow up on decisions and actions. Coordinate logistical arrangements for meetings and staff/unit sessions. Supports the manager with the administration of the manager’s budget: Collect and coordinate budget documents, assist with MTEF inputs, monitor commitments and expenditure, and check BAS reports for correct allocation. Provide administrative and financial support of the office: Arrange Chief Directorate meetings, prepare annual schedules, support one-on-one meetings, prepare agendas and minutes, and monitor office expenditure. Order stationery and office equipment for the office: Ensure requisitions for goods and services are processed after prior approval and that the office is properly furnished. 91

How to Apply

Enquiries

Ms U Pitse Tel No: (012) 394 1563 / L Mdashe Tel No: (012) 394 3103 / V Mazibuko Tel No: (012) 394 5608

Notes

In terms of the dtic's EE requirements, preference will be given to African Male, Coloured Female & Male, Indian Female & Male, White Male and persons with disabilities. 92