Personal Assistant
Retail
Minimum Requirements
- An NQF 6 qualification in Personal Assistant / Secretarial / Office Management / Business Management / Management Assistant or equivalent as recognized by SAQA.
- Two (2) years’ working experience in the following: rendering support to Executive Management, in minutes taking, in managing traveling arrangements, namely: developing travelling itineraries, arranging flights and accommodation.
- Two (2) years’ experience in electronic calendar management, in Microsoft Office Suite; namely: Outlook and Excel and in other relevant software namely: Zoom and MS Teams.
- Valid driver’s license (with exception of persons with disability).
- Skills and Knowledge: Basic knowledge of the relevant legislation / policies / prescripts and procedures governing public service.
- Basic knowledge of financial administration.
- Exceptional organisational skills: Ability to manage multiple tasks simultaneously with meticulous attention to detail.
- Strong communication skills: Excellent written and verbal communication skills to effectively interact with diverse individuals at all levels and backgrounds.
- Proficiency in technology: Knowledge in Microsoft Office Suite, calendar applications and other relevant software.
- Comprehensive understanding of office management systems and applications.
- Discretion and confidentiality: Ability to handle sensitive information with utmost discretion.
- Anticipatory thinking: Proactive ability to anticipate needs and proactively address potential issues.
- Professionalism and courtesy: Ability to maintain a professional demeanour, demonstrating excellent interpersonal skills.
- Good grooming and presentation.
- Selfmanagement and motivation.
Responsibilities
- Receive telephone calls in an environment where, in addition to the calls for the HoD, discretion is required to decide to whom the calls should be forwarded.
- In the process the job incumbent should be finalise some enquiries.
- Performed advanced typing work.
- Operates and ensures that office equipment, e.g. fax machines and photocopiers are in good working order.
- Records the engagements of the HoD.
- Utilizes discretion to decide whether to accept/decline or refer to other employee’s requests for meetings, based on the importance and urgency of the matter.
- Coordinates with and sensitizes/advises the HoD regarding engagements.
- Compile realistic schedules of appointments.
- Ensure the effective flow of information and documents to and from the office of the HoD.
- Ensures the safekeeping of all documentation in the office of the HoD in line with relevant legislation and policies.
- Obtain inputs, collates and compiles reports.
- Scrutinizes routine submission/reports and make notes and recommendations for the HoD.
- Responds to enquiries received from internal and external stakeholders.
- Draft documents as required.
- Filing of documents for the HoD and the unit where required.
- Collects, analyses and collates information requested by the HoD.
- Clarifies instructions and notes on behalf of the HoD.
- Ensures that travel arrangements are well coordinated.
- Prioritizes issues in the office of the HoD.
- Manages the leave register and telephone accounts for the unit.
- Handles the procurement of standard items like stationary, refreshments etc. for the activities of the HoD and the unit.
- Obtain the necessary signatures on documents like procurement advices and monthly salary reports.
- Collects and compiles all necessary documents for the HoD to inform him/her on the contents.
- Records minutes/decisions and communicates to relevant roleplayers, follow-up on progress made.
- Prepares briefing notes for the HoD as required.
- Coordinates logistical arrangements for the meetings when required.
- Collect and coordinates all the documents that related the HoD’s budget.
- Assists HoD in the determining funding requirements for the purposes of MTEF submissions.
- Keeps record of expenditure commitments, monitors expenditure and alerts HoD of possible over and under spending.
- Checks and correlates BAS reports to ensure that expenditure is allocated correctly.
- Identifies the need to move funds between items, consults with the HoD and compiles draft memos for this purpose.
- Compares the MTEF allocation with the requested budget and informs the HoD 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 HoD.
- Remains abreast with the procedures and processes that apply in the office of the HoD.
