PERSONAL ASSISTANT YOUTHINTERN JOB
REF NO: 3/2/1/2023/039
Chief Directorate: Legal Services
REMUNERATION : R269 214 /year
CENTRE : Gauteng (Pretoria)
REQUIREMENTS : Applicants must be in possession of a Grade 12 Certificate and a National Diploma in Secretarial / Office Administration / Management. Minimum of 3 years’ experience in rendering a support service to Senior Management.
Classified secret security clearance. Job related knowledge: Knowledge on the relevant legislation / policies / prescripts and procedures. Telephone etiquette. Basic knowledge on financial administration. Job related skills: Sound organisational skills, computer literacy (Microsoft Office), good interpersonal relations, high level of reliability, communication skills (written and verbal) and language skills. Ability to communicate well with people at different levels and from different backgrounds. Ability to do research and analyse documents and situation. Ability to act with tact and discretion. Good grooming and
presentation. Self-management and motivation and Willingness to work extended hours.
RESPONSIBILITIES: Provides a secretarial / receptionist support service to the Manager. Receives 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 to. In the process the job the incumbent should finalise some enquiries. Performs advanced typing work. Operates and ensures that office equipment, e.g. fax machines and photocopiers are in good working order. Record the engagements of the Senior Manager. Utilizes 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. Coordinates with and sensitizes / advises the Manager regarding engagements. Compile realistic schedules for appointments. Render administrative support service. Ensures the effective flow of information and documents to and from the office of the Manager. Ensures the safe keeping of all documentation in the office of the Manager in line with relevant legislation and policies. Obtains inputs, collates and compiles reports, e.g.: Progress reports, Monthly reports and Management reports. Scrutinizes routine submissions / reports and make notes and / or
recommendations for the Manager. Respond to enquiries received from internal and external stakeholders. Drafts documents as required. Does filling of documents for the Manager and the unit where required. Collects analyses and collates information requested by the Manager. Clarifies instruction and notes on behalf of the Manager. Ensure that travel arrangements are well
coordinated. Prioritizes issues in the office of the Manager. Manages the leave register and telephone accounts for the unit. Handles procurement of standards items like stationary, refreshment etc. for the activities of the Manager and the unit. Obtains the necessary signatures on documents like procurement advice and monthly salary reports. Provides support to the
Manager regarding meetings. Scrutinizes documents to determine action / 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 communicated to relevant role-players, follow-up on the progress made. Prepares briefing notes for the Manager as required. Coordinates logistical arrangements for meeting when required. Supports the Manager with the administration for the Manager’s budget. Collects and coordinates all the documents that relate to the Manager’s budget.
Assist Manager in determining funding requirements for purpose of MediumTerm Expenditure Framework (MTEF) submissions. Keeps records for expenditure commitments, monitors expenditure and alerts the Manager of
possible over-and under spending. Checks and correlates Basic Accounting System (BAS) reports to ensure that expenditure is allocated correctly. Identifies the need to move funds between items, consults with the Manager and compiles draft memorandums 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 is 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.
CONTACT INFO : Ms N Rossouw Tel No: (012) 319 7227
APPLICATIONS : Applications can be submitted by post to: Private Bag X833, Pretoria, 0001 or hand delivered during office hours to: 184 Jeff Masemola Street (formerly known as Jacob Mare), corner of Jeff Masemola and Paul Kruger Streets,
Pretoria or to Agriculture Place, 20 Steve Biko (formerly Beatrix) Street, Arcadia, Pretoria, 0001.
CLOSING DATE : 17 February 2023 at 16:00