About the Role
The Department of Health is seeking a dedicated Office Manager to join its team in Polokwane. This vital role will directly support the efficiency of the CEO by managing office administration and coordinating essential information flow. The Office Manager will play a critical part in ensuring that the department operates smoothly, contributing to the overall effectiveness of public service in the region. By streamlining administrative processes and supporting high-level decision-making, you will help enhance the quality of healthcare services provided to the community.
In this role, you will not only manage daily office functions but also contribute to the strategic objectives of the Department of Health. Your work will directly impact the lives of South Africans by facilitating the delivery of essential health services. This is an opportunity to engage actively in public service, making a difference in the health sector while working within a supportive and collaborative environment.
About the Department
The Department of Health is responsible for ensuring accessible and quality healthcare for all citizens of South Africa. With a mission to promote health and prevent disease, the department plays a crucial role in the development and implementation of health policies and programs. Working here means being part of a team that is committed to improving public health outcomes and addressing the healthcare needs of diverse communities. You will join a passionate workforce dedicated to making a significant impact on the well-being of the population.
What You’ll Do
- Manage office administration to enhance the efficiency of the CEO.
- Scrutinise and coordinate incoming correspondence, including emails and reports.
- Draft concise notes and provide preliminary advice for the CEO’s review.
- Implement and maintain a comprehensive records management system.
- Provide administrative support by preparing presentations and reports.
- Oversee the coordination of workshops and meetings, including logistical arrangements.
- Represent the CEO at meetings and workshops, delivering presentations as required.
- Manage the budget, compiling and controlling expenditure in line with financial regulations.
- Supervise human resources management, including performance evaluations and training.
- Ensure compliance with public service policies and administrative procedures.
What You’ll Need
- An NQF level 6 qualification in Office Management, Public Administration, or a related field.
- Five years of experience in general administration or office management.
- A valid unexpired driver’s license.
- Strong knowledge of public service policies and administrative procedures.
- Basic financial management skills and understanding of the Public Finance Management Act (PFMA).
- Proficient in project management, monitoring, and evaluation frameworks.
- Excellent communication, presentation, and report writing skills.
- High level of organisational skills and the ability to act with discretion.
- Computer literacy and sound interpersonal abilities.
How to Apply
All applications must be hand delivered at: 389 Sophie De Bruyn Street, Pretoria. To submit an application online, click the link under the post you wish to apply for. Attach only a copy of CV and completed Z83.
Requirements
An NQF level 6 (National Diploma) in Office Management, Public Administration or a relevant tertiary qualification.Five (5) years’ experience in a general administration or office management environment.
The disclosure of a valid unexpired driver’s license.
Extensive knowledge and understanding of public service policies and administrative procedures.
Basic financial management and knowledge of the Public Finance Management Act (PFMA).
Knowledge of administrative procedures and secretarial duties.
Knowledge of the dispute resolution process.
Knowledge of project management and administration.
Knowledge of monitoring and evaluation and the framework for managing programme performance information.
Understanding social and economic development issues.
Understanding of the legislative and policy frameworks governing the sector.
Computer literacy.
Sound organisational skills, good people skills and a high level of reliability.
Good communication, presentation and report writing skills.
Ability to act with tact and discretion.
Accountability and ethical conduct.
Job Duties
The incumbent will be responsible for managing the office administration to improve the efficiency of the CEO.Manage and coordinate the flow of information within the office, including scrutinising all incoming correspondence (emails, letters, reports and telephone messages), drafting abbreviated notes highlighting key details, and appending preliminary advice or recommendations on the CEO’s actions.
Implement and maintain a records management system.
Render administrative support services, including researching, developing and preparing presentations for the Manager’s final approval.
Coordinate and consolidate inputs on progress, monthly and management reports.
Coordinate monitoring and evaluation, including the submission of quarterly and annual performance reports from the various directorates and the development of the Annual Performance Plan (APP).
Liaise with DWS Corporate Planning and Institutional Establishment on planning, performance reporting and organisational establishment matters.
Quality assures documentation and remains up to date with the prescripts, policies and procedures applicable to the work terrain to ensure efficient support to the office.
Arrange and organise workshops and meetings, including determining delegates, facilitation, secretarial services, venues, subsistence and travel arrangements and claims, compiling agendas and programmes, and making financial arrangements.
Prioritise and schedule meetings and workshops.
Represent the CEO at meetings and workshops, deliver presentations on the CEO’s behalf, take notes and provide detailed feedback reports to the CEO.
Manage queries by monitoring deadlines to ensure prompt responses and coordinate and monitor projects.
Manage the budget, including compiling the budget in line with the MTEF and PFMA, authorising payments, controlling expenditure in line with the budget, monitoring spending trends in accordance with early warning systems, and advising on and facilitating budget projections with project managers.
Establish processes for routine information collection, consolidate information into abbreviated reports, make recommendations where applicable and develop statistics as required by the CEO.
Manage and supervise human resources, including performance evaluation, leave and relief arrangements, on-the-job training and identification of areas for further career development.
Manage the procurement of stationery, including determining overall stock levels and managing the ordering and issuing of stationery.
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