Government Printing Works Administrative / Secretarial Jobs in Pretoria
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POST 32/29: PERSONAL ASSISTANT
REF NO: GPW 23/79 (X3 POSTS)
DUTIES:
- Provides a secretariat/ receptionist support service to the manager.
- Receives telephone calls in an environment where, in addition to the calls for the senior manager, discretion is required to decide to whom the call should be forwarded.
- In the process the job incumbent should finalise some enquiries. Performs advanced typing work.
- Operates and ensures that office equipment, e.g. fax machines and photocopiers, are good working order. Records the engagements of the senior manager.
- Utilises discretion to decide whether to accept/decline or refer to other employee’s requests for meetings, based on the assessed importance and urgency of the matter.
- Coordinates with and sensitises/advice the manager regarding engagements; and compiles realistic schedules of appointments. Renders administrative support services.
- Ensures the effective flow of information and documents to and from the office of the manager.
- Ensures the safekeeping of all documentation in the office of the manager in line with relevant legislation and policies.
- Obtains inputs, collates and compiles reports.
- Progress reports; Monthly reports; Management reports.
- Scrutinizes routine submissions/reports and make notes and/or recommendations for the manager.
- Responds to enquiries received from internal and external stakeholders.
- Drafts documents as required.
- Does filling of documents for the manager and the unit where required.
- Collects, analyses and collates information requested by the manager.
- Clarifies instructions and notes on behalf of the manager.
- Ensures that travel arrangements are well coordinated.
- Prioritizes issues in the office of the manager.
- Manages the leave register and telephone accounts for the unit. Handles the procurement of standard items like stationery, refreshments etc for the activities of the manager and the unit; and obtains the necessary signatures on documents like procurement advice and monthly salary reports.
- Provides support to manager regarding meetings. Scrutinizes documents to determine actions/information/other documents required for meetings.
- Collects and compiles all necessary documents for the manager 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 manager as required; and coordinates logistical arrangements for meetings when required.
- Support the manager with the administration of the manager’s budget.
- Collects and coordinates all the documents that relate to the manager’s budget.
- Assists manager in determining funding requirements for purposes of MTEF submissions.
- Keeps record of expenditure commitments, monitors expenditure and alerts manager 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 manager and compiles draft memos for this purpose; and compares the MTEF allocation with the requested budget and informs the manager of changes.
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- Studies the relevant Public Service and departmental prescripts/policies and other documents and ensure that the application thereof is understood properly.
- 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 manager; and remains abreast with the procedures and processes that apply in the office of the manager.
REQUIREMENTS:
- National Diploma at NQF Level 6 as recognized by SAQA) in Office Administration/ Public Administration/ Public Management/ Office Management and Technology.
- A minimum of one year experience in rendering secretarial, clerical, and administrative support services to Senior Manager.
SALARY: R294 321 per annum
CENTRE: Pretoria
ENQUIRIES: Mr M Mahlangu Tel No: (012) 748 6317
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