Personal Assistant - Western Cape Government

The Department of the Premier, Western Cape Government has an opportunity for a suitably qualified and competent individual to provide high-level administrative and secretarial support and assistance to the Directorates: Policy & Planning and Performance & Priority Unit. The responsibilities of this role is of such that the successful incumbent must be able to filter and attend to the day-to-day functions of the Directors so that they can focus on high-level leadership and strategy functions, advancing the WCG initiatives and goals. This post is based in Cape Town, CBD.

Key Performance Areas

• Performing accurate research and analysis;
• Coordinating arrangements, meetings and/or conferences as assigned;
• Taking minutes and writing correspondence;
• Compiling, proofreading and revising drafts of documents and reports;
• Daily record keeping and filing of documents;
• Preparing reports, presentations and correspondence accurately and swiftly;
• Creating and organising information, and generating reference tools for easy use;
• Answering and screening telephone calls, responding to emails, messages, and other correspondence;
• Operating and maintaining office equipment;
• Managing a busy calendar, meeting coordination and travel arrangements;
• Professionally greeting and receiving guests and clients;
• Ensuring efficient and effective administrative information and assistance;
• Analyse the relevant public service and departmental prescripts/ policies and other documents and ensure that the application thereof is understood properly.

Minimum Requirements

• Grade 12 (Senior Certificate or equivalent qualification) plus an accredited secretarial diploma and/or administrative qualification on the level of NQF level 5 (a certificate of completion should be provided);
• A minimum of 3 years experience in rendering secretarial/ administrative support services to management/ senior management;

Recommendation

• National Diploma/Advance Certificate (or higher) in business administration or related. Experience within an executive support role in a Human Resources environment. A methodical thinker with detailed research proficiencies;
• Thorough understanding of clerical and secretarial principles; In-depth knowledge of databases and tracking systems; Organizational skills and detail oriented; Ability to work under pressure and meet deadlines; Written and verbal communication skills.
• Proficient in Microsoft Office and business communication software. Problem-solving and office coordination skills and time management. Willingness to work irregular hours. A valid code B (or higher) driving license. Note: People with disabilities that restrict driving abilities but have reasonable access to transport may also apply.

Competencies

Knowledge of the following:

• Relevant policies and procedures;
• Interpersonal and decision-making skills;
• Proven computer literacy;
• Customer service orientation;

Skills:

• Organising and planning skills;
• Communication (written and verbal) skills;
• Ability to work effectively in a dynamic office and liaise with diverse people;
• Organisational skills and ability to prioritise multiple tasks seamlessly with attention to detail;
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint),
• Adobe Acrobat, and social media web platforms; 
• Interpersonal skills and the ability to build relationships with key and diverse stakeholders.

Remuneration

R 261 372 per annum (Salary level 7)

Note on remuneration: Employees' service benefits or obligations (13th cheque, medical assistance, housing assistance, pension-fund contributions, etc) are funded or co-funded in terms of the applicable prescripts or collective agreements.