Administrative Support Officer: Management and Governance at Western Cape Education Department (WCED)

REQUIREMENTS :

• National Senior Certificate (or equivalent) and 1 year post matric qualification. 3-5 years relevant clerical/administrative experience. 

DUTIES :

• Render line administrative support services. Management support staff in all administrative duties. Develop and maintain processes and systems that will contribute towards improving efficiency in the component. Oversee and provide effective guidance and advice on the flow of information and documents, to and from the Management and Governance Component. Prepare documentation and verify responses information received from schools, and other internal and external stakeholders. Obtain inputs, collate and compile reports pertaining to the Management and Governance Component and advise/sensitize the office, e.g.: (i) Progress reports (ii) Monthly reports (iii) Management reports. Assist with monitoring and evaluating the performance of the Management and Governance Component on an ongoing basis against predetermined objectives. Ensure that effective records are kept of the activities and resources of the Management and Governance Component. Assist with the planning of workshops, large meetings, conferences as and when they occur. Follow up with outstanding documentation/data/information from relevant stakeholders. Collate management and governance data available on WCED systems such as CEMIS, Eduinfosearch, SAMI, DMIS, etc. Co-ordinate M&E activities and maintain the relevant systems. Update and maintain the information systems for management and governance projects (e.g. APP Projects). Compile memoranda and reports on validity and relevance of data received from project stakeholders.
• Track issues referred to and from the Management and Governance Component through Issue Management System (IMS). Coordinate projects development queries-related parliamentary/ministerial enquiries referred to the Management and Governance Component. Analyse reports and make notes and/or recommendations with regard to projects implemented by the Management and Governance Component. Assist the Head Management and Governance in the analysis of business reports. Draft progress reports on all plans. Keep detail records of public schools management and governance performance. Provide support to the Unit for supply chain management. Coordinate evidence/supporting documents for the Management and Governance Component. Manage and maintain an effective filing system. Screen documents to determine actions/information/documents required for meetings. Collect and compile information on project with regard to issues that needs to be discussed at meetings.
• Render secretariat services. Arrange for the placement of project related items on the agenda of meetings chaired by the Head Management and Governance, and to ensure circulation of accompanying memoranda. Manage the procurement of standard items like stationary, refreshments etc. for the Management and Governance Component. In terms of the project-related activities, obtain the necessary signatures on documents e.g. procurement advices and attendance records. Keep record of all procurement activities. Render advice and liaise with regard to administrative matters. Keep updated on WCED school online systems including, but not limited to, SAMI, CEMIS and Eduinfosearch. Studies the relevant Public Services and departmental prescripts/policies and other documents and ensure that the application thereof is understood properly. Remain abreast with project procedures and processes that apply to the Management and Governance Component. Compile reports and submissions on request.