Personal Assistant: Institutional Support & Coordination

REF NO: 2019/02

SALARY: R257 508 per annum

CENTRE: Pretoria

REQUIREMENTS: A Secretarial Diploma or equivalent qualification. 3-5 years’ experience in rendering a support service to senior management Language skills and the ability to communicate well with people at different levels and from different backgrounds. Generic Competencies: Client orientation and customer focus, communication, honesty and integrity Technical Competencies: Office management and administration, secretarial functions and office administrative systems and good telephone etiquette, sound organizational skills.

DUTIES: The successful candidate will perform the following duties: Develop and manage an efficient filing system and flow of documents in the Branch: Receive and distribute documents Record documents in the appropriate registers File and manage the paperwork of the unit Establish effective document tracking systems. Provide secretarial support services: Co-ordinate and prepare documentation for meetings workshops Compile minutes/ reports. Draft memoranda and any other correspondence Manage the diary of the supervisor: Arrange appointments and record events in the diary Promote effective diary co-ordination in an electronic or at least on a manual system Provide administrative support services: Ensure the effective flow of information and documents to and from the office of the manager. Ensure the safekeeping of all documentation in the office of the manager in line with relevant legislation and policies Obtain inputs, collates and compiles reports, e.g Progress reports, monthly reports, management reports Responds to enquiries received from internal and external stakeholders. Arrange logistics and related activities for travel, meetings, workshops and conferences Manage the telephone and communication systems in the office Purchase and order stationery and equipment Manage inventory and equipment within the unit Make copies, fax and email documents as required Provides support to manager regarding meetings: Scrutinise documents to determine actions/information/other documents required for meetings Collects and compile all necessary documents for the manager to inform him/her on the contents Records minutes/decisions and communicates to relevant role-players, follow-up on progress made Prepare briefing notes for the manager as required Coordinates logistical arrangements for meetings when required.

ENQUIRIES: Ms L Motlhala Tel No: (012) 336 5824

CLOSING DATE: 11 October 2019

APPLICATIONS: Applications may be posted to: Human Resource Management, Department of Traditional Affairs, Private Bag X 22 Arcadia 0083 or Hand deliver to: 509 Pretorius Street, Arcadia, 2nd Floor, Pencardia 1 Building.

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