Personal Assistant: Office of the Director: Provincial Transport Registration

Requirements

• An accredited secretarial diploma and/or administrative qualification on the level of NQF level 5;
• A minimum of 3 years experience in rendering Office Management, and Operational and Executive Support.
• Provides a secretarial/receptionist support service to the Director;
• Renders administrative support services;
• Provides support to Director regarding meetings;
• Supports the Director with the administration of the Director’s budget;
• Studies the relevant public service and departmental prescripts/policies and other documents and ensure that the application thereof is understood properly.
• Act as Liaison between the PTR and internal and external stakeholders and role- players.
• Competencies:
• Knowledge of and working experience with the legislation, regulatory frameworks, policies and best practices relevant to the line functions; use information systems that support the management of knowledge and information relating to the line function; manage projects; implement operational management practices; manage procurement and tendering processes; manage public service procedures, processes and systems; manage financial processes in accordance with the Public Finance Management Act, National Treasury Regulations, Provincial Treasury Instructions and other applicable financial policies, prescripts, directives and collective agreements; perform administrative procedures and processes; manage general office administration and database management; manage information and records; use relevant software packages and computer programmes effectively; use general information support systems such as BAS; use current technology, including social media and applications;
• Skills: perform numeracy and literacy functions; perform legal and computer-related functions; communicate effectively in the required language; organise and plan activities effectively; manage people and interpersonal relationships; communicate effectively in writing; liaise and network with clients and stakeholders; compile and write reports; conduct research; solve problems; manage projects; uphold high ethical standards; maintain confidentiality;
• Other: gather and analyse information; demonstrate self-management and motivation; maintain good telephone etiquette; demonstrate a high level of reliability; act with tact and discretion; communicate effectively with people at different levels and from diverse backgrounds; conduct research and analyse documents and situations; work effectively under pressure; work irregular hours when required; meet tight deadlines; maintain safety and security awareness.

Duties

• Provides a secretarial/receptionist support service to the Director;
• Renders administrative support services;
• Provides support to Director regarding meetings;
• Supports the Director with the administration of the Director’s budget;
• Studies the relevant public service and departmental prescripts/policies and other documents and ensure that the application thereof is understood properly.
• Act as Liaison between the PTR and internal and external stakeholders and role-players.

How to apply

New to the Z83 form? Read the application guide.

Enquiries

Notes from the department

• Only applications submitted online will be accepted.
• Kindly note that technical support is only available from Monday to Friday from 8:00 to 16:00.
• Should you experience any difficulties with your online application you may contact the helpline on 0861 370 214.
• Please ensure that you submit your application on or before the closing date as no late applications will be considered.
• The selection process will be guided by the EE targets of the employing department.
• By applying for this post, you are consenting to the Western Cape Government contacting your previous employers/managers for an employment reference.
• Reference checks will include enquiries relating to your disciplinary records and reasons for leaving.
• All shortlisted candidates must make themselves available to be interviewed at a date, time and place as decided by the selection panel.
• All shortlisted candidates will be required to submit duly completed and signed vetting and supporting documentation within the timeframe communicated by the WCG and prior to the interview date.
• Failure to provide the required duly completed and signed vetting and supporting documentation within the prescribed timeframe, without reasonable justification, may result in the shortlisted candidate not being considered further in the current recruitment and selection process.
• All shortlisted candidates for SMS posts will be subjected to a technical exercise that intends to assess relevant functional elements of the job and an 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 successful candidate will be required to complete the Senior Management Pre-Entry Programme (Nyukela) and submit the certificate before he/she can be appointed to this post.
• The purpose of the Senior Management Pre-Entry Programme, which is a public service specific training programme applicable to all applicants who aspire to join the SMS, is to ensure that potential SMS members have a background in processes and procedures linked to the SMS.
• The duration of the online Pre-Entry Programme is 120 notional hours (15 days).
• Full details may be sourced by the following link: https://www.thensg.gov.za/training- course/sms-preentryprogramme .
• The successful candidate shall be subjected to a leadership assessment, within one (1) month of appointment, to assess the managerial competencies required for SMS members in the Public Service as specified under Chapter Five (5) of the SMS handbook.
• This assessment shall be conducted to determine an individual’s ability to lead, manage, and direct others and to identify developmental gaps in core generic leadership and management competencies.
• The successful candidate will be required to enter into an employment contract and a performance agreement.
• The successful candidate will be subject to security vetting; and the candidate will have to disclose her/his financial interests.
• Furthermore, thank you, to the huge public interest, we receive many applications for our posts, and as such will not be able to respond personally to all applications.
• Therefore, should you not hear from us within 10 weeks from close of the advert please consider your application unsuccessful.