Personal Assistant: Regional Manager’s Office

Overview

Personal Assistant: Regional Manager’s Office at Department of Public Works and Infrastructure.

Requirements

• A minimum of three-year tertiary qualification (NQF Level 6/National Diploma) in Secretarial Diploma, Office Management, Management Office, Business Administration, Public Administration / Public Management.
• Relevant years of working experience.
• Knowledge: Wide range of office management and administrative tasks;
• Good telephone etiquette;
• Demonstrative computer literacy; relevant legislation;
• Basic financial administration.
• Skills: Advanced communication (verbal and written);
• Sound organisational skill;
• Good people skill;
• Language skills;
• Ability to communicate well with people at deferent levels;
• Basic numeracy;
• Interpersonal skills;
• Office administration and organisational skills;
• Planning and organising;
• Ability to research;
• Ability to act with tact and discretion.
• Personal attributes: People orientated;
• High level of reliability;
• Hard working;. Resourceful;. Self-motivated;. Trustworthy;. Multilingual;. Creative.
• Willing to adapt work schedule in accordance with office requirements.

Duties

• Provides a secretarial/receptionist support service to the Regional Manager.
• Record the engagements of the Regional Manager.
• Utilises discretion to decide whether to accept/decline or refer to other employees, request for meetings, based on the assessed importance and urgency of the matter.
• Coordinate with and sensitises/advises the manager regarding engagements.
• Compiles realistic schedule of appointments.
• Renders administrative support services.
• Ensure the effective flow of information and documents to and from the office of the Regional Manager.
• Scrutinise routine submissions/ reports and make notes and/or recommendations for the manager.
• Responds to enquiries received from internal and external stakeholders.
• Collect, analyse and collate information requested by the RM.
• Clarify instructions and notes on behalf of the RM.
• Ensure that travel arrangements are well coordinated.
• Manage the leave register and telephone accounts for the unit.
• Handle the procurement of standard items like stationary, refreshments etc. for the activities for the RM and the unit.
• Provide support to the Regional Manager regarding meetings.
• Collect and compile all necessary documents for the RM to inform him/her on the contents.
• Record minutes/decision and communicates to relevant role- players, follow-up on progress made.
• Prepare briefing notes for the RM as required.
• Coordinates logistical arrangement for meetings when required.
• Supports the manager with the administration of the budget.
• Collects and coordinates all the documents that relate to budget of the office of the RM.
• Assist the RM in determining funding requirements for purposes of MTEF submissions.
• Keep record of expenditure commitments, monitors expenditure and alert the RM of possible over and under spending.
• Check and correlates BAS reports to ensure that expenditure is allocated correctly.
• Identify the need to move funds between items, consults with the RM.
• Compares the MTEF allocation with the requested budget and informs the manager of changes.

How to apply

For Cape Town: Email to: RecruitCPT26-67@dpw.gov.za

Enquiries: Mr. D Gqibela Tel No: (021) 402 2315

Notes

Applications must be submitted on the prescribed Z83 application form (obtainable from any Public Service Department or on the DPSA website link: https:/www.dpsa.gov.za/newsroom/psvc/, which must be signed, initialled and dated by the applicant, and must be accompanied by a detailed curriculum vitae (CV) only. Candidates are not required to submit certified copies of qualifications and related documents on application. Only shortlisted candidates will be required to submit certified copies of qualification and other related documents on or before the date of interview, which should not be older than six months. Should an application be submitted using incorrect/old Z83 application form, such an application will be disqualified. Further take note of the following on completion of Z83 application form: PART A and PART B must be fully completed. PART C - PART G: Noting that there is a limited space provided applicants may refer to CV or indicate. This will be acceptable as long as the CV has been attached and provides the required information. Page 1 of the Z83 application form must be initialled and page 2 signed and dated by the applicant. Failure to comply with the above instructions may result in an application being disqualified. Applicants applying for more than one advertised post must submit separate Z83 application forms and CVs in respect to each post being applied for. Should an application be received where an applicant has applied for more than one posts on the same Z83 application form, the applicant will be considered for the first post indicated on the Z83 application form only. Applications will be received via post/courier services, hand deliveries or email. Late applications will not be considered. Regulation 57 (c) and 67 (9) of the Public Service Regulations 2016, as amended, requires the executive authority to ensure that he or she is fully satisfied of the claims being made and the finalisation of Personnel Suitability Checks in order to verify claims and check the candidate for purpose of being fit and proper for employment, respectively. Shortlisted candidates must be willing to undergo normal vetting and verification processes. NOTE: It is the responsibility of all applicants to ensure that foreign qualifications are evaluated by SAQA. Due to large volume of responses anticipated, receipt of applications will not be acknowledged, and correspondence will be limited to shortlisted candidates only. Should you not have heard from us within three months from the closing date, please regard your application as unsuccessful. Entry level requirements for SMS posts: in terms of the Directive on Human Resource Management and Development on Public Service Professionalisation Volume 1 a requirement for appointment into SMS posts is the successful completion of the Senior Management Pre-Entry programme as endorsed by the National School of Governance (NSG). The course is available at the NSG under the name Certificate for entry into SMS and the full details can be obtained by following the below link: https: www.thensg.gov.za/training –course /sms-pre-entry programme/.All shortlisted candidates, including the SMS, shall undertake two pre-entry assessments. One will be a practical exercise to determine a candidate’s suitability based on the post’s technical and generic requirements and the other must be an integrity (ethical conduct) assessment. NOTE: For emailed applications, please submit A Single PDF document or One Attachment per application to the email address designated on the specific position. Kindly Note That The Emailed Applications And Attachments Should Not Exceed 15MB. It remains the candidate’s responsibility to ensure that their application is successfully submitted using the required single pdf document. OTHER POSTS