Executive PA to Provincial Executive at Legal Aid South Africa

KEY OUTPUTS AND ACCOUNTABILITIES:

• To provide an effective executive secretarial and administrative support service to the Office of the Provincial Executive.
• Arrange meetings, conferences, workshops, interviews, et cetera, according to priority.
• Scheduling/rescheduling of appointments and meetings correctly and timeously.
• Synchronisation between electronic and manual diaries.
• Prepare an accurate and updated diary and follow-up system at all times to ensure proper access control to the Provincial Executive.
• Confirm venue and catering arrangements before events.
• Keep accurate records of all messages taken for the attention of the Provincial Executive.
• Ensure that the Office of the Provincial Executive and own workstation is kept clean and neat at all times.
• Maintain good relations with all internal and external customers/stakeholders.
• Effectively communicate with people at all levels on behalf of the Provincial Executive as per the instructions or in the execution of duties.
• Arrange Provincial Office events and functions in accordance with Legal Aid SA procedures.
• Compile agenda, previous minutes, reports and relevant documentation accurately in accordance with the Provincial Executive’s requirements.
• Accurately inform all concerned per e-mail of meeting dates, times and venues.
• Distribute documentation seven (7) days before meetings.
• Confirm attendance one (1) day before the meeting.
• Oversee printing/copying and binding of meeting packs in required format and process electronic documentation in line with Legal Aid SA administrative procedures.
• Ensure that documents distributed internally or externally are of a high standard.
• Handle incoming and outgoing mail in accordance with Legal Aid SA administrative procedures.
• Ensure that all contracts are finalised in terms of the Legal Aid SA approval framework.
• Keep records as per the legal requirements and file documents 100% correctly according to the Filing Index System.
• Complete travel arrangements for the Provincial Executive and other staff within the requirements and deadlines according to financial and procurement procedures, with no double or incorrect bookings.
• Complete Provincial Executive/Head of Office expense claims 100% within Legal Aid SA policies and procedures.
• Type assignments for completion within agreed time frames, perform spell checks on all documents and treat them as confidential.
• Attend to visitors promptly according to Protocol on receiving guests and as per scheduled appointments. Make discretionary decisions when managing difficult clients.
• Arrange secure parking for visitors according to Legal Aid SA security policies and procedures.
• Comply 100% with the Client Service Standards Charter by ensuring that customer needs are identified quickly and correctly, clients are provided with correct information and directed to a person who can assist them. Clients are made to feel at ease.
• Refer all internal and external queries timeously to the relevant Manager/Executive and keep accurate records of client complaints and referrals to relevant Local Offices/Provincial Offices until finalisation.
• Accurate maintenance of personnel records and keep leave records in the required format.
• Conduct a bi-annual/annual audit of fixed assets to ensure that all assets are recorded and that they exist.
• Maintain fixed assets, tools and equipment, photocopy, fax, petrol card and vehicle key registers.
• Comply with Legal Aid SA Procurement Regulations by ensuring payment of creditors in accordance with Legal Aid SA Financial Policy/Procedures and maintain Purchase Orders accurately as per set procedures.

COMPETENCIES (SKILLS, KNOWLEDGE AND ATTRIBUTES) REQUIRED

• A recognised Grade 12 certificate with a Secretarial Diploma and high level of proficiency in using MS Office Programmes.
• Minimum three (3) years of secretarial experience.
• Consulting skills and a collaborative style are necessary for this position. Basic financial and people skills are necessary.
• Excellent analytical and organisational skills, business acumen, the ability to deal with ambiguity, meet demanding deadlines and manage projects.
• Service excellence is imperative.
• Multi-level and diverse stakeholders’ attributes for the role.
• Complexity in co-ordinating across organisational levels.