Personal Assistant at Western Cape Education Department (WCED)

REQUIREMENTS :

• National Senior Certificate (or equivalent) and Secretarial Diploma or equivalent 1–2-year post matric qualification. 3 years clerical/administrative experience in rendering support services to senior management. Knowledge of the relevant legislation; policies; prescripts and procedures. Basic knowledge of financial administration.
• Skills: Language skills and ability to communicate well with people at different levels from different backgrounds. Good telephone etiquette. High level of reliability. Computer literacy. Sound organisational skills. Good people skills. Written communication skills. Ability to act with tact and discretion. Ability to do research and analyse documents and situations. Self-management and motivation. 

DUTIES :

• Provide a secretarial/receptionist support service to the manager: Receive telephone calls in an environment where, in addition to the calls for the senior manager, discretion is required to decide to whom the call should be forwarded. In the process the job incumbent should finalize some enquiries. Perform advanced typing work. Operate and ensure that office equipment, e.g. fax machines and photocopiers, are in good working order. Record engagements of the senior manager. Utilise discretion to decide whether to accept/decline or refer to other employees’ requests for meetings, based on the assessed urgency of the matter. Co-ordinate with and sensitise/advise the manager regarding engagements. Compile realistic schedules of appointments. Render administrative support services: Ensure the effective flow of information and documents to and from the office of the manager. Ensure the safekeeping of all documentation in the office of the manager in line with relevant legislation and policies. Obtain input, collate and compile reports e.g. progress reports, monthly reports and management reports. Scrutinise routine submissions / reports and make notes and/or recommendations for the manager. Respond to enquiries received from internal and external stakeholders. Draft documents as required. Filing of documents for the manager and the unit where required. Collect, analyse and collate information requested by the manager. Clarify instructions and notes on behalf of the manager. Ensure that travel arrangements are well coordinated. Prioritise issues in the office of the manager. Manage the leave register and telephone accounts for the unit. Handle the procurement of the standard items like stationery, refreshments etc. for the activities of the manager and the unit. Obtain the necessary signatures on documents like procurement advice and monthly salary reports. Provide support to manager regarding meetings: Scrutinise documents to determine actions/information/other documents required for meetings. Collect and compile all necessary documents for the manager to inform him/her of the contents. Record minutes/decisions and communicates to relevant role players, follow-up on progress made. Prepare briefing notes for the manager as required. Coordinate logistical arrangements for meetings when required. Support the manager with the administration of the manager’s budget: Collect and co-ordinate all the documents that relate to the manager’s budget. Assist manager in determining funding requirements for purposes of MTEF submissions. Keep records of expenditure commitments, monitor expenditure and alert manager of possible over- and under spending. Check and correlate BAS reports to ensure that expenditure is allocated correctly. Identify the need to improve funds between items, consult with the manager and compile draft memos for these purposes. Compare the MTEF allocation with the requested budget and inform the manager of changes. Study the relevant Public Service and departmental prescripts / policies and other documents and ensure that the application thereof is understood properly: Remain up to date regarding the prescripts / policies and procedures applicable to his / her work terrain to ensure efficient and effective support to the manager. Remain abreast with the procedures and processes that apply in the office of the manager.