Department of Traditional Affairs is hiring and invites candidates to apply for a Personal Assistant position.
Closing date: 30 August 2024
Department of Traditional Affairs is hiring a Personal Assistant
PERSONAL ASSISTANT: INSTITUTIONAL SUPPORT & COORDINATION REF NO: 2024/14
Institutional Support & Coordination Branch
SALARY : R308 154 per annum
CENTRE : Pretoria
REQUIREMENTS :
A National Diploma in Office Administration/Public Management or relevant qualification at NQF level 6/7. 3 5 years’ experience in rendering administrative support to a senior manager. Good communication skills and 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 paperwork of the office of the Branch manager. 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 Branch manager: 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 Branch manager.
Ensure the safekeeping of all documentation in the office in line with relevant legislation and policies. Obtain inputs, collate and compile reports, e.g Progress reports, monthly reports, management reports. Respond 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.
Provide administration support to the Branch manager: Scrutinise documents to determine actions/information/other documents required for meetings. Collect and compile all necessary documents for the Branch manager to inform him/her on the contents. Record minutes/decisions and communicates to relevant role-players, follow up on progress made. Prepare briefing notes for the Branch manager as and when required. Coordinates logistical arrangements for meetings.
ENQUIRIES : Ms T Shandu Tel No: (012) 336 0783
APPLICATIONS :
Applications may be posted to: Director: Human Resource Management, Department of Traditional Affairs, Private Bag X22, Arcadia, 0083 or Hand deliver to: 509 Pretorius Street, Arcadia, 2nd Floor, Pencardia 1 Building or e-mail at DTARecruitment@cogta.gov.za.
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