Personal Assistant in the Office of the Head of DepartmentHead Office (Mbombela)

Requirements

• A National Senior Certificate (Grade 12) and a recognised National Diploma at NQF level 6 in Secretarial or relevant qualification.
• A minimum of three years’ relevant experience in rendering a support service at senior management level.
• Skills and Competencies:
• Language skills and the ability to communicate well with people at different levels and from different backgrounds.
• Good telephone etiquette.
• Computer literacy.
• Sound organizational skills.
• High level of reliability.
• Written communication skills.
• Ability to act with tact and discretion.
• Ability to do research and analyse documents and situations.
• Knowledge of the relevant legislation/policies/prescripts and procedures.
• Basic knowledge on financial administration.

Duties

• Provides secretarial/receptionist support to the Head of Department.
• Perform advanced typing work.
• Records the engagements of the Head of Department.
• Compiles realistic schedule of appointments.
• Renders administrative support services.
• Ensures the effective flow of information and documents to and from the office of the Head of Department.
• Does filling of documents for the Deputy Director General and the unit were required.
• Draft documents as required.
• Ensure that travel arrangements are well coordinated.
• Prioritize issues in the office of the Head of Department.
• Scrutinizes routine submissions/reports and make notes and/or recommendations for the Head of Department.
• Provides support to Head of Department regarding meetings.
• Coordinates logistical arrangements for meetings when required.
• Records minutes/decisions and communicates to relevant role-players, follow-up on progress made.
• Supports the Head of Department with the administration of the Head of Department’s budget.
• Collects and coordinates all the documents that relate to the Head of Department’s budget.
• Keeps record of expenditure commitments, monitors expenditure and alerts Head of Department of possible over and under spending.
• Study the relevant Public Service and departmental prescripts/polices and others ensure that the application thereof is understood properly.
• Remains up to date with regard to the prescripts/policies and procedures applicable to his/her work terrain to ensure efficient and effective support to the Head of Department.
• Remains abreast with procedures and processes that apply in the office of the Head of Department.

How to apply

New to the Z83 form? Read the application guide.

Your application needs a Z83 and a CV. Need help with them? Get a Z83 answer sheet and a CV tailored to this post — free check, R39 if you want it. Get help with my Z83 and CV. Optional. Applying is always free.

Enquiries

Notes from the department

• Applications must only be submitted online through the link: https://erecruitment.mpg.gov.za on the new signed Z83 form and must be accompanied by a comprehensive Curriculum Vitae.
• Only Shortlisted candidates will be required to submit certified copies of all qualifications, identity document and driver’s license on or before the day of the interview.
• It is the applicant’s responsibility to have foreign qualifications evaluated by the South African Qualification Authority (SAQA).
• Correspondence will be limited to shortlisted candidates only.
• Short-listed candidates will be subjected to screening and security vetting to determine their suitability for employment, including but not limited to:
• Criminal records check;
• Citizenship check;
• Credit worthiness check;
• Previous employment (reference checks);
• Qualification verification.
• All shortlisted candidates, including SMS, shall undertake two pre- entry assessments.
• One will be a practical exercise to determine a candidate suitability based on the post technical and generic requirements, and the other must be an integrity (ethical conduct) assessment.
• Selection Panels shall score both technical exercises as an additional criterion in the interview process.
• Following the technical exercise and interview, a maximum of three SMS and MMS candidates will undergo Psychometric Assessments to assess cognitive capabilities, behavioural preferences, emotional intelligence and integrity.
• Short-listed candidates will be expected to avail themselves at the Department’s convenience.
• All shortlisted candidates for SMS posts will be subjected to a technical exercise and interview.
• Following the technical exercise and interview, a maximum of three (3) SMS candidates will undergo psychometric assessments to assess cognitive capabilities, behavioural preferences, emotional intelligence, and integrity.
• The Department reserves the right not to make an appointment.
• If you have not been contacted within three 3 months after the closing date of the advertisement, please accept that your application was unsuccessful.