Personal Assistant

Requirements

• Grade 12 and secretarial Diploma or equivalent qualification.
• Minimum three years’ experience in rendering support to senior management.
• Demonstrable competency in acting Independently, Professionally, Accountable and with Credibility.
• General computer literacy.
• Language skills and ability to communicate well with people at different levels and from different background.
• Good telephone etiquette and above average planning and organizing skills.
• Good people skills.
• High level of reliability.
• Written communication skills.
• Ability to conduct legal research.
• Ability to act with tact and discretion.
• Ability to identify and handle confidential matters, and to keep confidential matters as such.
• Good grooming, presentation, and professionalism.
• Knowledge of the relevant legislations, policies, prescripts, and procedures applicable in the public sector.
• A valid driver’s licence.

Duties

• Receive telephone calls and refer the calls to the correct role player if not meant for the relevant manager.
• Record appointments and events in the diary of the manager.
• Type documents for the Regional Head and other staff within the unit.
• Provide high level secretarial, administration support and perform a personal assistant service to the Regional Head.
• Draft routine correspondences and reports.
• Operates office equipment like fax machines and photocopiers.
• Make travel and logistical arrangements for meetings and events.
• Take minutes during meetings and prepare same for signature in advance.
• Develop and maintain an accessible and user-friendly filing system.
• Prepare travel documentation and coordinate bookings for international travel for all AFU staff.
• Handle procurement of standard items such as stationery and refreshments.
• Liaise with relevant stakeholders with regards to al matters pertaining to administrative functions.
• Set up schedules for meetings and events.
• Provide general administration support to the manager and operation staff.
• Handle the procurement of standard items like stationary, refreshments for the Manager and office.

How to apply

New to the Z83 form? Read the application guide.

Enquiries

Notes from the department

• Applicants must apply by submitting applications on the most recent Z83 form obtainable from any Public Service Department or on the DPSA website link: https://www.dpsa.gov.za/newsroom/psvc/ and a comprehensive CV only (with detailed experience information).
• Failure to do so will result in your application being disqualified.
• Only shortlisted candidates will be required to submit certified copies of qualifications and other relevant documents on or before the day of the interview following communication from Human Resources.
• Foreign qualifications must be accompanied by an evaluation report issued by SAQA (only when shortlisted).
• It is the applicant’s responsibility to have all foreign qualifications evaluated by SAQA and to provide proof of such evaluation (only when shortlisted).
• All applications must reach the NPA on/or before the closing date.
• No late applications will be accepted/processed.
• Documents should not be password protected, and ZIP files will be blocked.
• The NPA cannot be held responsible for server delays.
• All applications must reach the NPA on/or before the closing date.
• No late applications will be accepted/processed.
• The applicant’s attention is drawn to the fact that the NPA uses an Electronic Response Handling System in terms of e-mailed applications.
• Please do not contact the NPA directly after you have e-mailed your applications to enquire if your application(s) have been received.
• If you have not received an acknowledgement of receipt within one week after the closing date, then you can contact the NPA.
• The NPA reserves the right not to fill any particular position.
• If you do not hear from us within (6) six months from the closing date of the advert, please accept that your application was unsuccessful.
• Successful candidates will be subjected to a security clearance of at least confidential.
• Appointment to this position will be provisional, pending the issue of security clearance.
• Fingerprints will be taken on the day of the interview.
• The social media accounts of shortlisted applicants may be accessed as part of the verification process.
• A valid driver’s license will be a requirement where applicable.
• All shortlisted candidates, including SMS, shall undertake two pre- entry assessments which are, a practical exercise and an integrity (ethical conduct) assessment.
• All SMS posts will be subjected to a lifestyle audit.
• SMS posts will be subjected to a technical exercise that intends to test relevant technical elements of the job, the logistics of which will be communicated by the NPA.
• 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.
• A pre-entry certificate obtained from the National School of Government (NSG) is required for all SMS applicants for Public Service Act positions in the NPA (SMS pre-entry certificate to be submitted prior to appointment).
• NPA Act appointments are exempted from the pre-entry certificate requirement.
• This is a Public Service specific training programme.
• The name of the course is Certificate for entry into the SMS.
• The full details can be sourced from the link https://www.thensg.gov.za/training- course/sms-pre-entry-programme/..
• Applicants are advised that from 1 January 2021 a new application form for employment (Z83) is in use.
• The new application for employment form can be downloaded at www.dpsa.gov.za- vacancies.
• From 1 January 2021 should an application be received using the incorrect (old) application for employment (Z83), it will not be considered.
• NB! Applicants who are successful must please note that the NPA is not in a position to pay resettlement costs.