The Department of Health aims to provide quality health services and ensure a caring climate for service users, implement best-practice health care strategies, create a positive work environment for staff, and provide appropriate and top-quality training for health workers. Our vision is to provide high-quality, efficient and accessible healthcare to transform people's lives. Our mission is to create an effective public healthcare system in Gauteng by ensuring we have the right people, skills, system and equipment to provide the care our patients need to live healthy and quality lives.
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Grade 12 and appropriate 3 years Degree/ National Diploma or equivalent (three year) qualification in Secretarial / Office Management / Public Administration / Business Administration / Corporate Governance recognised by SAQA.
Three (3) years functional experience in Office Administration / Secretariat services. Skills: excellent organizational skills, ability to multi-task, excellent communication, minutes and report writing skills, excellent computer skills, Microsoft packages (MS office 365 i.e., Ms Word, Ms Excel, Ms Outlook, Ms PowerPoint, Microsoft Teams, and SharePoint), analytical skills, interpersonal skills, planning and organising, telephone etiquette, professional etiquette, documents management, quality assurance, time management, problem management, relationship, and conflict management. Knowledge of: Public Service Act (PSA), Public Service Regulations, Promotion of Access to Information Act (PAIA), Protection of Personal Information Act (POPIA), Public Finance Management Act (PFMA), documents classifications, record management, administration procedures and Batho Pele Principles.
Maintain confidentiality in the office. Ability to act with tact and discretion, compliant with prescripts.
Ability to work under pressure whilst following strict processes and procedures. High level of reliability and ethics, as well as the commitment to work beyond the call of duty.
Duties :
Provide administrative support to the Chief Director. Manage the Chief Director’s diary and mail; apprise the Chief Director of her appointments daily; arrange meetings and workshops; prioritize daily tasks and ensure that duties are completed timeously. Serve as secretary for the Chief Director’s meeting e.g., ExCo, District Management Team, etc.
Develop and implement an Operating Level Agreement (OLA) for the role: develop and implement an end-to-end documents management process; develop templates for standardisation in the Office; implement effective processes for information flow to and from the Chief Director’s office; manually and electronically file documents, meeting recordings, etc.
Implement access controls in the Office of the Chief Director; consolidate annual leave plans and manage leave applications of the Chief Director’s subordinates, as well as monitor attendance by auditing the Z8 book. Report on the implementation of the OLA, as well as identify gaps in office processes and strategies to address the said gaps.
Compile reports / submissions and ensure that deadlines are met. Quality assure all documents submitted for the Chief Director’s attention to ensure compliance with prescripts and standards. Liaise with Sub-Districts and Central Office as per the instruction of principals, as well as in expediting submissions.
Prepare weekly itineraries, as well as subsistence and travel claims; update tasks / resolutions tracking tools as per the stipulations of the OLA.
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