Personal Assistant - Government Printing Works

POST 32/29: PERSONAL ASSISTANT 

REF NO: GPW 23/79 (X3 POSTS)

DUTIES:          

• Provides a secretariat/ 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.
• In the process the job incumbent should finalise some enquiries. Performs advanced typing work. 
• Operates and ensures that office equipment, e.g. fax machines and photocopiers, are good working order. Records the engagements of the senior manager.
• Utilises discretion to decide whether to accept/decline or refer to other employee’s requests for meetings, based on the assessed importance and urgency of the matter.
• Coordinates with and sensitises/advice the manager regarding engagements; and compiles realistic schedules of appointments. Renders administrative support services. 
• Ensures the effective flow of information and documents to and from the office of the manager.
• Ensures the safekeeping of all documentation in the office of the manager in line with relevant legislation and policies. 
• Obtains inputs, collates and compiles reports.
• Progress reports; Monthly reports; Management reports.
• Scrutinizes routine submissions/reports and make notes and/or recommendations for the manager. 
• Responds 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 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. Handles the procurement of standard items like stationery, refreshments etc for the activities of the manager and the unit; and obtains the necessary signatures on documents like procurement advice and monthly salary reports. 
• Provides support to manager regarding meetings. Scrutinizes documents to determine actions/information/other documents required for meetings. 
• Collects and compiles all necessary documents for the manager to inform him/her on the contents. 
• Records minutes/decisions and communicates to relevant role-players, follow-up on progress made. 
• Prepares briefing notes for the manager as required; and coordinates logistical arrangements for meetings when required. 
• Support 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; and 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; and remains abreast with the procedures and processes that apply in the office of the manager.

REQUIREMENTS: 

• National Diploma at NQF Level 6 as recognized by SAQA) in Office Administration/ Public Administration/ Public Management/ Office Management and Technology.
• A minimum of one year experience in rendering secretarial, clerical, and administrative support services to Senior Manager.

SALARY: R294 321 per annum

CENTRE: Pretoria

ENQUIRIES: Mr M Mahlangu Tel No: (012) 748 6317