Personal Assistant

Requirements

• Secretarial Diploma (NQF Level 5) or equivalent.
• A minimum 3 – 5 years’ experience in rendering a support service to senior management.
• Competencies:
• Knowledge of relevant legislation/policies/prescripts and procedures, Basic knowledge of financial administration, Skills:
• Language skills and the ability to communicate well with people at different levels and from different backgrounds.
• Computer literacy.
• Sound organizational skills.
• Written communication skills.
• Ability to do research analyze documents and situations.
• Attributes:
• Good telephone etiquette, High level of reliability, Ability to act with tact discretion, good grooming and presentation, Self-management and motivation.

Duties

• Receive telephone calls.
• Perform advanced typing work.
• Operate and ensure that office equipment, e.g. fax machines and photocopiers are in good working order.
• Record engagements of the senior manager.
• Utilize discretion to decide whether to accept/decline or refer to other employees’ requests for meetings, based on the assessed importance and urgency of the matter.
• Coordinate with and sensitizes/advises the manager regarding engagements.
• Compile realistic schedules of appointments.
• Ensure the effective flow of information and documents to and from the office of the manager.
• Ensure the safe keeping of all documentation in the office in line with relevant legislation and policies.
• Scrutinize routine submissions/reports and make notes and/or recommendations for the manager.
• Obtain inputs, collate and compile reports, e.g Progress reports, monthly reports, management reports.
• Respond to inquiries received from internal and external stakeholders.
• Draft documents as required.
• File document manager and the unit where required.
• Collect, analyze and collate information requested by the manager.
• Clarify instructions and behalf of the manager.
• Coordinate travel arrangements.
• Prioritize issues in the office of the manager.
• Manage the leave register and telephone accounts for the unit.
• Handle the procurement of standard items like stationery and refreshments.
• Obtain the necessary signatures on documents like procurement advice and monthly salary reports.
• Coordinate logistical arrangements for meetings when required Scrutinize documents to determine actions/information/other documents required for the meetings.
• Collect and compile all necessary documents for the manager to inform him/her of the contents.
• Record minutes /decisions and communicate to relevant role- players, follow-up upon progress made.
• Prepare briefing notes for the manager as required.
• Collect and coordinate all the documents that relate to the manager’s budget.
• Assist the manager in determining funding requirements for purposes of MTEF submissions.
• Keep records of expenditure commitments, expenditure and alert the manager of possible over and under spending.
• Check and correlate BAS reports to ensure that expenditure is allocated correctly.
• Identify the need to move funds between items, consult with the DDG and compile draft memos for this purpose.
• Compare the MTEF allocations with the requested budget and inform the DDG of changes.
• Remain 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 manager.
• Remain abreast with the procedures and process that apply in the office of the manager.

How to apply

New to the Z83 form? Read the application guide.

Enquiries

Notes from the department

• Applicants must complete the online Z83 and attach a comprehensive Curriculum Vitae (CV).
• All other documents are submitted by shortlisted candidates).
• The selection process will be guided by the EE targets of the employing department.
• The Employment Equity targets will be taken into consideration during the selection process.
• It is the Department’s intention to promote equity (race, gender and disability) through the filling of this post(s).
• The employment decision shall be guided by the Department’s Employment Equity Plan.
• The Department is committed to promoting employment equity, including race, gender and disability representation, through the filling of this post(s).
• Accordingly, the transfer, promotion or appointment of candidates should contribute towards improving representativity and achieving the numerical targets set out in the Department’s Employment Equity Plan.
• In line with the Department’s Employment Equity Plan, People With Disabilities are encouraged to apply.
• To apply for the below position, please apply online at https://jobs.gauteng.gov.za.
• Only online applications will be considered and for general enquiries please contact Human Resource on 076 521 4118/076 942 4090.
• All shortlisted candidates, including SMS, shall undertake two pre-entry assessments.
• One must be a practical exercise, 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.
• Only shortlisted candidates will be requested to submit certified copies of qualifications not older than six (06) months, identity document and valid driver’s license (where driving/travelling is an inherent requirement of the job).
• It is our intention to promote representivity (race, gender and disability) in the Public Service through the filling of this post and candidates whose transfer/promotion/appointment will promote representivity will receive preference.
• It is the Department’s intention to promote equity through the filling of all numeric targets as contained in the Employment Equity Plan.
• To facilitate this process successfully, an indication of race, gender and disability status is required.
• It is the applicant’s responsibility to have foreign qualifications evaluated by the South African Qualifications Authority (SAQA).
• The Department reserves the right not to appoint.
• If you do not receive any response from us within 3 months, please accept your application was unsuccessful.
• All shortlisted candidates for SMS posts will be subjected to 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.