Personal Assistant

REQUIREMENTS :

• A National Diploma (NQF 6) or equivalent qualification.3-5 years’ experience in rendering support services at senior management level. Knowledge of relevant acts and prescripts. Leadership management, Project management and financial management skills.
• Excellent communication skills verbal and written. Computer literacy. Good telephone etiquette. Ability to maintain confidentiality. High level of reliability. Ability to work independently without supervision. Administration skills with sound organisational skills.

DUTIES :

• The successful candidate will be responsible to manage and record the engagements of the senior manager. Compile and update scheduled appointments. Ensuring flow of information and documents to and from the office of the manager.
• Compiles schedule of appointments. Providing a secretarial/receptionist support services to the manager; receiving telephone calls in an environment where, in addition to the calls for the senior manager, discretion is required to decide to whom the calls should be forwarded.
• In the process the incumbent should decide some enquiries; recording engagements of the Senior Manager; utilising 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; rendering administrative support services;
• ensuring the effective flow of information and documents to and from the office of the manager; ensuring safekeeping of all documentations in the office of the manager in line with the relevant legislations and policies; obtaining inputs e.g (progress reports, monthly reports, management reports); responding to enquiries received from internal and external stakeholders; drafting documents as and when required.
• Filling of documents for the manager and unit as and when required; collecting, analysing and collating information requested by the manager; managing leave and assets register for the unit; operating and ensuring that office equipment is in good working order e.g photocopier and printing machines; typing of documents as and when required;
• providing support to senior manager regarding meetings, workshops, events and accommodation; preparing document packs required for meetings, conferences, team-building sessions and workshops for Managers; scrutinising documents to determine actions/information/other documents required for meetings; collecting and compiling all necessary documents for the manager to inform her/him on the content; recording minutes/decisions and communicating to relevant role-players and following-up on progress made;
• preparing briefing notes for the manager as required; coordinating logistical arrangements for meetings when required; ensuring that travel arrangements are well coordinated; supporting the manager with the administration of the budget; collecting and coordinating all documents that relate to the manager ‘s budget;
• assisting with processing of travel claims for the Manager e.g. S&T and Kilometre claims; assisting manager in determining funding requirements for purposes of MTEF submissions; keeping record of expenditure commitments, monitoring expenditure and alerting manager of possible over and under spending; checking and correlating BAS reports to ensure that expenditure is allocated correctly; identifying the need to move funds between items,
• consulting with the manager and compiling draft memos for this purpose; comparing the MTEF allocations with the requested budget and informing the manager of changes; handling the procurement of standard items for the activities of the manager and the unit like stationery, refreshments etc.