Personal Assistant: District Director at Western Cape Education Department (WCED)

REQUIREMENTS :

• National Senior Certificate (or equivalent) and a Secretarial Diploma or equivalent qualification (1 year post matric qualification). 3 years experience in rendering a support service to senior management. 

DUTIES :

• Provides a secretarial / receptionist support service to the manager. Receives telephone calls requiring discretion in directing calls. Performs advanced typing work. Operates and ensures office equipment is in good working order. Records engagements of the senior manager. Uses discretion to manage meeting requests based on importance and urgency. Coordinates with and advises the manager on engagements. Compiles realistic schedules of appointments. Renders administrative support services. Ensures effective flow and safekeeping of information. Obtains, inputs, collates and compiles reports including progress, monthly and management reports. Scrutinizes routine submissions and makes notes or recommendations. Responds to enquiries from stakeholders. Drafts documents and files records. Coordinates travel arrangements. Prioritizes issues in the manager’s office. Manages leave register and telephone accounts. Handles procurement of standard items.
• Provides support regarding meetings. Determines required actions and documents for meetings. Compiles documents to inform the manager. Records minutes and decisions and follows up on progress. Prepares brief notes. Coordinates logistical arrangements. Supports administration of the manager’s budget. Coordinates documents related to the budget. Assists with funding requirements for MTEF submissions. Keeps records of expenditure commitments and monitors expenditure. Checks BAS reports for correct allocation. Identifies need for fund shifts and drafts memos. Compares MTEF allocation with requested budget and informs the manager. Studies relevant Public Service and departmental prescripts and ensures proper understanding. Remains up to date with policies and procedures applicable to the work terrain and the office of the manager.