Jobs Description

Requirements :

NQF Level 6 / 7 in Secretarial / Administration or equivalent qualification as recognised by SAQA 1-2 years’ experience in secretariat or administration, providing personal assistant services to the senior management services members or executive
Duties :

Receives telephone calls in an environment where, in addition to the call should be forwarded. In the process the job incumbent should finalize some enquiries. Performs advance typing work. Operates and ensures that office equipment, e.g. fax machines and photocopies are in good working order. Record the engagements of the Director. Utilizes discretion to decide whether to accept/decline or refer to other employees request for meetings, based on the assessed importance and urgency of the matter. Coordinates with and sensitizes/advises the Director regarding engagements. Compiles realistic schedules of appointments. Effective flow of information and documents to and from the office of the Director. Safekeeping of all documentation in the office of the Director in line with relevant legislation and policies. Obtains inputs, collates and compiles reports, e.g., Progress reports, Monthly reports and Management reports. Scrutinizes routine submission/reports and make notes and /or recommendations for the Director. Responds to enquiries received from internal and external stakeholders. Draft documents as required. Does filing of documents for the Director and the unit where required. Collects analyzes and collates information requested by the Director. Clarifies instructions and notes on behalf of the Director. Ensures that travel arrangements are well coordinated. Prioritizes issues in the office of the Director. Manages the leave register and telephone accounts for the component. Handles the procurement of standard items like stationary, refreshments act for the activities of the Director and the unit. Obtains the necessary signatures on documents like procurement advice and monthly salary reports. Scrutinizes documents to determine actions/information/other documents required for meetings. Collects and compiles all necessary documents for the Director 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 Director as required. Coordinates logistical arrangements for the meetings when required. Collects and coordinates all the documents that relate to the Director’s budget. Assists the Director in determining funding requirements for purposes of MTEF submissions. Keeps record of expenditure commitments, monitor expenditure and alerts of possible over and under spending. Checks and correlates BAS reports to ensure that expenditure is allocates correctly. Identifies the need to move funds between items, consults with the Director and compiles draft memos for this purpose. Compares the MTEF allocation with the requested budget and informs the Director of changes. 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 Director. Remains abreast with the procedures and processes that apply in the office of the Director.
Notes :

Professional job centre@gpg.gov.za only Preference will be given to applicants residing in Gauteng.