About the Role
The Department of Public Service and Administration is seeking a dedicated Personal Assistant in Bellville, a vibrant area in the Western Cape. This role is crucial as it provides essential secretarial and administrative support to the manager, ensuring that operations run smoothly within the public service. By facilitating effective communication and organizational efficiency, you will play a vital role in enhancing service delivery to the community.
Working in this position means being at the heart of public service, where your contributions directly impact the effectiveness of government operations. You will be the first point of contact for visitors and calls, representing the department with professionalism and warmth. This is not just a job; it is an opportunity to make a difference in your community by supporting the administrative backbone of public service.
About the Department
The Department of Public Service and Administration is committed to enhancing the efficiency and effectiveness of the public sector in South Africa. Its mission revolves around ensuring that government services are delivered with integrity, transparency, and accountability. Working here means being part of a team that prioritizes the needs of the public, striving for excellence and fostering a culture of continuous improvement.
What You’ll Do
- Provide secretarial and receptionist support services to the manager.
- Implement administrative procedures to optimize departmental operations.
- Handle incoming calls and welcome visitors on behalf of the manager.
- Liaise with Supply Chain Management regarding procurement of materials.
- Ensure compliance with financial procedures within the section.
- Coordinate travel arrangements and schedule meetings for the manager and staff.
- Process invoices and manage travel claims linked to the manager’s activities.
- Take minutes during meetings and maintain records for administrative matters.
- Administer leave registers and manage filing systems efficiently.
- Prepare documents to assist the manager in meeting preparations.
- Identify administrative gaps and provide feedback for improvement.
What You’ll Need
- A Secretarial Diploma or equivalent qualification.
- 3 to 5 years of experience supporting Senior Management.
- Knowledge of administrative procedures and secretarial duties.
- Excellent computer literacy and advanced proficiency in Microsoft Office Suite.
- Strong organizational skills and the ability to manage multiple tasks.
- Good interpersonal skills and a high level of reliability.
- Strong written communication skills and the ability to act with discretion.
- Knowledge of financial management principles and the PFMA.
- Understanding of social and economic development issues.
- Ability to remain updated on relevant policies and procedures.
How to Apply
Please forward your application, quoting the relevant reference number, to the link quoted in the specific advertisement below.
Requirements
Secretarial Diploma or equivalent qualification.Three (3) to five (5) years’ experience in rendering support to Senior Management.
Knowledge of administrative procedures.
Knowledge of secretarial duties.
Excellent Computer literacy skills.
Advanced proficiency in Microsoft Office suit.
Sound organisational skills.
Good people skills.
High level of reliability.
Written communication skills.
Ability to act with tact and discretion.
Good grooming and presentation.
Self-management and motivation.
Knowledge of dispute resolution process.
Understanding of Social and Economic development issues.
Basic Financial Management and knowledge of PFMA.
Knowledge Management.
People and Diversity management.
Problem solving People and Diversity Management.
Client Orientation and Customer Focus.
Remain up to date regarding the prescripts, policies and procedures applicable to his / her 147 work terrain to ensure efficient support to the manager.
Excellent communication skills (verbal and written).
Accountability and Ethical Conduct.
Job Duties
Provide a secretarial/ receptionist support service to the manager.Implement administrative procedures for the component.
Receive telephone calls and visitors on behalf of the manage.
Implement policies and procedures.
Engage the Supply Chain Management regarding purchased materials.
Ensure that financial procedures are observed in the section.
Liaise with travelling agencies to make travelling arrangements for the office.
Arrange meetings and events for the manager and staff in the unit.
Process all invoices that emanate from the activities of the work of the manager including the travel and subsistence claims for the unit.
Taking of basic minutes of the meetings of manager where required.
Administer matters like leave registers and telephone accounts and proper filling of document.
Prepare all relevant documents to enable the manager to prepare for meeting.
Provide feedback on identified administrative gaps provide records on goods and services procured and handle all the procurement items for the office.
