About the Role
The National Prosecuting Authority is seeking a dedicated Personal Assistant to join their team in Mthatha. This vital role supports the Regional Head by ensuring that administrative functions run smoothly and efficiently. Working in the heart of this vibrant town, you will contribute to the public service sector, impacting the lives of many South Africans through effective management and oversight of the office’s operations.
As a Personal Assistant, you will be more than just a facilitator; you will be a key player in maintaining the flow of information and correspondence, ensuring that the Regional Head can focus on critical functions of the National Prosecuting Authority. Your organizational skills will be instrumental in coordinating meetings, managing travel arrangements, and providing comprehensive support to the management team, making a tangible difference in how the office serves the community.
About the Department
The National Prosecuting Authority (NPA) plays a crucial role in South Africa’s justice system, tasked with the responsibility of prosecuting criminal cases on behalf of the State. Their mission is to ensure that justice is served and that the rule of law is upheld, contributing to a safer and more secure society. Working within the NPA means being part of an organization that values accountability, integrity, and professionalism, making a significant impact on the lives of citizens through effective governance and the pursuit of justice.
What You’ll Do
- Manage telephone calls and direct them to the appropriate individual.
- Record appointments and maintain the manager’s diary.
- Type documents and correspondence for the Regional Head and team members.
- Provide high-quality secretarial and administrative support.
- Draft routine correspondence and prepare reports as required.
- Operate office equipment, including fax machines and photocopiers.
- Arrange travel logistics for meetings and events, including international travel for staff.
- Take minutes during meetings and prepare them for signature.
- Develop and maintain an organized filing system for easy access.
- Handle procurement of supplies such as stationery and refreshments.
- Liaise with stakeholders regarding administrative functions.
- Assist in setting up schedules for meetings and events.
- Provide general administrative support to the manager and operational staff.
What You’ll Need
- Grade 12 and a secretarial diploma or equivalent qualification.
- A minimum of three years’ experience supporting senior management.
- Strong competency in acting independently and professionally.
- Good computer literacy and communication skills.
- Excellent telephone etiquette and planning abilities.
- Proven interpersonal skills and high reliability.
- Strong written communication skills with discretion in handling confidential matters.
- Knowledge of relevant legislation and procedures in the public sector.
- A valid driver’s license is required.
How to Apply
Please refer to the application instructions below.
Requirements
Grade 12 and secretarial Diploma or equivalent qualification.Minimum three years’ experience in rendering support to senior management.
Demonstrable 82 competency in acting Independently, Professionally, Accountable and with Credibility.
General computer literacy.
Language skills and ability to communicate well with people at different levels and from different background.
Good telephone etiquette and above average planning and organizing skills.
Good people skills.
High level of reliability.
Written communication skills.
Ability to conduct legal research.
Ability to act with tact and discretion.
Ability to identify and handle confidential matters, and to keep confidential matters as such.
Good grooming, presentation, and professionalism.
Knowledge of the relevant legislations, policies, prescripts, and procedures applicable in the public sector.
A valid driver’s licence.
Job Duties
Receive telephone calls and refer the calls to the correct role player if not meant for the relevant manager.Record appointments and events in the diary of the manager.
Type documents for the Regional Head and other staff within the unit.
Provide high level secretarial, administration support and perform a personal assistant service to the Regional Head.
Draft routine correspondences and reports.
Operates office equipment like fax machines and photocopiers.
Make travel and logistical arrangements for meetings and events.
Take minutes during meetings and prepare same for signature in advance.
Develop and maintain an accessible and user-friendly filing system.
Prepare travel documentation and coordinate bookings for international travel for all AFU staff.
Handle procurement of standard items such as stationery and refreshments.
Liaise with relevant stakeholders with regards to al matters pertaining to administrative functions.
Set up schedules for meetings and events.
Provide general administration support to the manager and operation staff.
Handle the procurement of standard items like stationary, refreshments for the Manager and office.
