Office Manager at Civilian Secretariat for Police Service

REQUIREMENTS :

• National Diploma/Degree (NQF 6) in in Public Administration/Business Administration/Business Management/Public Management or equivalent qualification.
• Five (5) years’ experience in Office Administration/Executive Administrative environment, inclusive of three (3) years’ experience at Assistant Director Level. Knowledge of Government Systems and Structures. Understanding of the management of information and formal government reporting systems.

DUTIES :

• To render executive and strategic support to Secretary for Police Service. Establish, maintain and update both manual and electronic Documents Management System in the Office of the Secretary for Police Service. Coordinate correspondence management, including the screening, reading, quality assuring and prioritising submissions and other relevant documentation.
• Obtain inputs, collate and compile monthly progress and other reports. Categorise and prioritise submissions in the Office of the Secretary for Police Service and prepare advisory notes on submissions as required. Develop and monitor the implementation of protocols for the effective functioning of the Office of the Secretary for Police Service, in line with internal policies and procedures. Provide Secretariat Services for EXCO, MANCO, HODs and other high level meetings chaired by the Secretary for Police Service. Coordinate meetings and provide updates in respect of activities resulting from decisions taken in meetings chaired by the Secretary for Police Service such as EXCO, MANCO, HODs Forum, etc.
• Provide support to the MINMEC Secretariat comprising of the CSPS and SAPS. Provide support on special projects undertaken by the Executive Support Directorate on behalf of the Secretary for Police Service. Coordinate the HODs PMDS process for the Secretary for Police Service, in collaboration with Human Resources Development. Compile quarterly reports on activities in the Office of the Secretary for Police Service.
• Liaise with the Ministry and the Department of Planning, Monitoring, and Evaluation to ensure timeous and compliant submission of the Secretary’s performance documents. Keep a record of expenditure commitments, monitor expenditure for the Executive Support Directorate and the Office of the Secretary for Police Service. Supervise junior staff and learners in the Executive Support Directorate.