Executive Personal Assistant: Office of the DDG’S at Civilian Secretariat for Police Service

REQUIREMENTS :

• An undergraduate qualification (NQF Level 6 as recognised by SAQA) in Public Administration/or related equivalent qualification. Two years’ experience in administrative/secretarial/personal assistant environment.

DUTIES :

• Render administrative support services. Screen calls, emails and correspondence. Assist in planning, scheduling and coordinating internal and external meetings. Draft the meeting calendar for the DDG. Book boardroom/s for the DDG’s meetings with internal and external stakeholders. Assist with the compilation of quarterly Demand Management Plans and monitoring of the budget expenditure. Provide secretariat support services for the DDG’s meetings. Follow up on resolutions and action items.
• Handle correspondence in the office of the DDG. Organise, maintain the filing system and confidential records. Render logistical support services in the office of the DDG. Provide travel and accommodation arrangements. Process and submit itineraries. Process and submit subsistence and travel claims. Ensure that the DDG is prepared for meetings and engagements (i.e. being in receipt of relevant information, briefing documents, etc.).
• Maintain the DDG’s personal file (e.g. keep copies of documents submitted to HRM Unit such as leave forms, Performance Agreements/Assessments and other relevant work-related documents). Ensure effective and ongoing communication (verbal and written) is maintained from the office of the DDG, Branch and other business units. Receive and record documentation before submission to the Branch Coordinator. Meet and greet the clients/stakeholders who are visiting the DDG and manage the waiting area.