Personal Assistant - Government Printing Works

eg. Accountant or Accounting or Kempinski



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Job Description: Responsibilities, Qualifications, and Necessary Skills





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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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