Personal Assistant: Corporate Services at Department of Community Safety Eastern Cape

Requirements

• National Senior Certificate and appropriate national Diploma (NQF Level 6) as recognised by SAQA in Public Admin or Management/ Office Management/ Secretarial Diploma qualification. A minimum of 1-2 years of relevant experience in rendering administrative support to senior management. A valid south African driver’s licence. 

Duties

• Act as the first point of contact for Chief Director and maintain the effective working of the office. Provide administrative secretarial/receptionist support service to Chief Director. Manage diaries by scheduling, prioritizing and managing appointments, travel arrangements and preparations for meetings. Provide the secretariat services in the Chief Directors’ Office.
• Screening phone calls, inquiries and requests, and handling them when appropriate. Manage correspondence, track incoming and outgoing correspondence and ensure replies are produced within the required timeframe. Scrutinize  routine submissions / reports and make notes and/or recommendations for the Chief Director; respond to enquiries received from internal and external stakeholders; draft documents as required. Establish and maintain a document management and tracking system. Ensure the safekeeping of all documentation in the office of the Chief Director. 
• Record minutes/decisions and communicate to relevant role-players, following up on progress made. Monitor the Chief Director’s Office Budget, keeping record of expenditure commitments, monitoring expenditure, and alerting the manager of possible over- and underspending; checking and correlating BAS reports to ensure that expenditure is allocated correctly. Provide support to other members of the Branch as necessary. Maintain systems and procedures to support the efficient running of the office. Maintain the highest level of confidentiality and adherence to policies and procedures.