Administration Officer (Personal Assistant) - Gauteng Department of Health

DUTIES:

• Provide secretarial and administrative support services to the Clinical Director’s office. This will, inter alia entail the following: Establish and maintain efficient administrative systems for work coordination.
• Office management, electronic diary management, Screen correspondence and telephone calls. 
• Receive and direct correspondence to relevant managers or departments. 
• Organize and plan logistics for meetings, take minutes and ensure proper record keeping.
• Ensure strategic decisions taken in meetings are auctioned timeously. 
• Collate all relevant documents to ensure the Clinical Director is prepared for meetings.
• Organize refreshments for visitors and other stakeholders that may engage with the office. 
• Drafts routine correspondence and reports as required.
• Supervision of Clinical Manager's secretaries. 
• Create and maintain an appropriate filing system using the approved departmental file plan. 
• Operates office equipment like computers, photocopiers, etc. 
• Handle the procurement of standard items like stationary, refreshments etc. and understanding of cost containment. 
• Coordinate and administer research enquiries and approval letters. 
• Keep and maintain the Medical Equipment data base.
• Remain abreast with the procedures and processes that apply in the office of the Clinical Director by studying the relevant Public Service and departmental prescripts/ policies and other documents to ensure that the application thereof is understood properly.

REQUIREMENTS:

• Grade 12 or equivalent, Grade 10 or equivalent and a National Diploma or
• Degree from a recognized SAQA-accredited tertiary institution in Administration/ Office Management/ Public Administration or a related field. 3-5 years of secretarial experience at a management level.

Knowledge and Skills:

Knowledge of a variety of work procedures such as:

• Finance, HR Matters, Training, Telephone etiquette, Planning and organizing.
• Procurement directives and procedures, Computer, Provisioning Administration procedures. Mathematics,
• Ability to operate computers, ability to interpret directives, interpersonal relationships, formulate and edit, problem-solving, maintain discipline, conflict resolution, typing.
• Report writing Skills, Analytical Skills. Computer Literacy with knowledge of MS Office Software: MS Excel MS Word and MS PowerPoint. Excellent Communication Skills.

SALARY:  R261 372 per annum, (plus benefits)

CENTRE:  Charlotte Maxeke Johannesburg Academic Hospital

ENQUIRIES:          Dr J. Punwasi Tel No: 011 488 4777

NOTE:          

The application must include only completed and signed new Form Z83, obtainable from any Public Service Department or on the internet at www.dpsa.gov.za and a detailed Curriculum Vitae with 3 contactable referees. Certified copies of Identity, Senior Certificate and the highest required qualification as well as a driver’s license where necessary, will only be submitted by shortlisted candidates to HR on or before the day of the interview date.

The suitable candidate will be subjected to personnel suitability checks (criminal record check, citizenship verification, qualification/study verification and previous employment verification), a security clearance process and undergo a medical screening test. Suitable candidates will have to disclose their financial interests. The Department of Health reserves the right to fill or not fill the position.

Due to the high volumes of anticipated applications, communication will be limited to the shortlisted candidates only. Should you not hear from us within 3 months after the closing date, please consider your application unsuccessful. The Department of Health is committed to the achievement and maintenance of diversity and equity employment, especially of race, gender, and disability.