Personal Assistant – Pretoria – R209 000pa 12 MONTH FIXED TERM CONTRACT PURPOSE OF THE POST: To render a secretarial support service to a senior manager(s) KEY RESPONSIBILITIES: Provides a secretarial/receptionist support service to the manager Receive telephone calls in an environment where, in addition to the calls for the senior manager, discretion is required to decide to whom the call should be forwarded. In the process the job incumbent should finalize some enquiries. Perform advanced typing work Operates and ensures that office equipment, e.g., fax machines and photocopiers are in good working order Records the engagements of the senior manager. Utilizes discretion to decide whether to accept/decline or refer other employees’ requests for meetings, based on the assessed importance and urgency of the matter. Coordinates with and sensitizes/advises the manager regarding engagements Compiles realistic schedules of appointments Renders administrative support services Ensures the effective flow of information and documents to and from the office to the manager Ensures the safekeeping of all documentation in the office of the manager in line with the relevant legislation and policies Obtain inputs, collates and compiles reports, e.g.: Progress reports Monthly reports Management report Scrutinizes routines submissions/reports and make notes and/or recommendations for the manager Responds to enquiries received from internal and external stakeholders Drafts documents as required Collects, analyzes and collates information requested by the manager Clarifies instructions and notes on behalf of the manager Ensures that travel arrangements are well coordinated Prioritizes issues in the office of the manager Manages the leave register and telephone accounts for the unit Manages the procurement of standard items like stationary, refreshments etc. for the activities of the manager and the unit Obtains the necessary signatures on documents like procurement advices and monthly salary reports Provides support to manager regarding meetings: Scrutinizes documents to determine actions/information/other documents required for meeting Collects and compiles all necessary documents for the manager to inform him/her on the contents Records minutes/decisions and communicated to relevant role-players, follow-up on progress made. Prepares briefing notes for the manager as required. Coordinates logistical arrangements for meetings when required. Supports the manager with the administration of the manager’s budget: Collects and coordinates all the documents that relate to the manager’s budget Assists manager in determining funding requirements for purposes of MTEF submissions Keeps record of expenditure commitments, monitors expenditure and alerts manager of possible over-and under spending. Checks and correlates BAS reports to ensure that expenditure is allocated correctly. Identifies the need to move funds between items, consults with the manager and compiles draft memos for this purpose Compares the MTEF allocation with the requested budget and informs the manager of changes Studies the relevant Public Service and departmental prescripts/policies and other documents and ensure that the application thereof if 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 manager. Remains abreast with the procedures and processes that apply in the office of the manager. Inherent Requirements of the job Consult the feeder competencies in the draft competency framework for middle managers and determine the skills and competencies required for this job. Please note that the descriptions and definitions should be utilised but that the level of proficiency should be adjusted to fit the level of this job. Minimum requirements Secretarial Diploma or equivalent qualification 3-5 Years’ experience in rendering a support service to senior management Language skills and the availability to communicate well with the people at various levels and from different backgrounds. Good telephone etiquette Computer literacy Sound organisational skills Good people skills High-level of reliability Written communication skills Ability to act with tact and discretion Ability to do research and analyze documents and situations Good grooming and presentation Self-Management and motivation Knowledge on the relevant legislation/policies/prescripts and procedures Basic knowledge and financial administration CLOSING DATE FOR APPLICATIONS: 11 MAY 2022 (WEDNESDAY) Should you not hear from us within 14 days, please consider your application unsuccessful.