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PERSONAL ASSISTANT REF NO: GPW 23/79 (X3 POSTS)
SALARY: R294 321 per annum
CENTRE: Pretoria
REQUIREMENTS: National Diploma at NQF Level 6 as recognized by SAQA) in Office Administration/ Public Administration/ Public Management/ Office Management and Technology. A minimum of one year of experience in rendering secretarial, clerical, and administrative support services to the Senior Manager.
DUTIES: Provides a secretarial/ receptionist support service to the manager. Receives 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 finalise some enquiries. Performs advanced typing work. Operates and ensures that office equipment, e.g. fax machines and photocopiers, are in good working order.
Records the engagements of the senior manager. Utilises discretion to decide whether to accept/decline or refer to other employee’s requests for meetings, based on the assessed importance and urgency of the matter. Coordinates with and sensitises/advises the manager regarding engagements; and compiles realistic schedules of appointments. Renders administrative support services. Ensures the effective flow of information and documents to and from the office of the manager. Ensures the safekeeping of all documentation in the office of the manager in line with relevant legislation and policies.
Obtains inputs, collates and compiles reports. Progress reports; Monthly reports; and Management reports. Scrutinizes routine submissions/reports and makes notes and/or recommendations for the manager. Responds to enquiries received from internal and external stakeholders. Draft documents as required. Does filling of documents for the manager and the unit where required. Collects, analyses and collates information requested by the manager.
Clarifies instructions and notes on behalf of the manager. Ensures that travel arrangements are well coordinated. Prioritizes issues in the office of the manager. Manages the leave register and telephone accounts for the unit. Handles the procurement of standard items like stationery, refreshments etc for the activities of the manager and the unit; and obtains the necessary signatures on documents like procurement advice and monthly salary reports. Provides support to manager regarding meetings.
Scrutinizes documents to determine actions/information/other documents required for meetings. Collects and compiles all necessary documents for the manager to inform him/her on the contents. Records minutes/decisions and communicates to relevant role-players, follow-up on progress made. Prepares briefing notes for the manager as required; and coordinates logistical arrangements for meetings when required. Support the manager with the administration of the manager’s budget. Collects and coordinates all the documents that relate to the manager’s budget. Assists manager in determining funding requirements for purposes of MTEF submissions. Keeps record of expenditure commitments, monitors expenditure and alerts manager of possible over and under spending.
Checks and correlates BAS reports to ensure that expenditure is allocated correctly. Identifies the need to move funds between items, consults with the manager and compiles draft memos for this purpose; and compares the MTEF allocation with the requested budget and informs the manager of changes. Studies the relevant Public Service and departmental prescripts/policies and other documents and ensure that the application thereof is understood properly. Remains up to date with regard to the prescripts/policies and procedures applicable to his/her work terrain to ensure efficient and effective support to the manager; and remains abreast with the procedures and processes that apply in the office of the manager.
ENQUIRIES: Mr M Mahlangu Tel No: (012) 748 6317
APPLICATIONS: All applications must be forwarded to: The Branch: Human Resources, Government Printing Works, Private Bag X85, Pretoria, 0001 or be hand delivered to: 149 Bosman Street, Pretoria.
FOR ATTENTION: Ms. L Pale / Ms. V Maja, Human Resources Tel No: (012) 764 3976 /012 764 3912 CLOSING DATE: 26 September 2023 (16:00)
NOTE: Applications must be submitted on the prescribed form Z83 (NB. The new application for employment form can be downloaded at www.dpsa.gov.zavacancies, the old prescribed application for employment form Z83 was withdrawn with effect from 31 December 2020) and must be completed in full with page 2 duly signed (failure to do so will result in your application not being considered), and clear indication of the reference number on the Z83.
The application must include only a completed and signed new Z83 Form, obtainable from any Public Service Department or on the internet at www.gov.za, and a detailed Curriculum Vitae. Certified copies of the Identity Document, Senior Certificate, and the highest required qualification as well as a driver’s license where necessary, will only be submitted by shortlisted candidates to HR on or before the day of the interview date. It is the responsibility of applicants in possession of foreign qualifications to submit evaluated results by the South African Qualifications Authority (SAQA).
The Government Printing Works reserves the right to fill or not fill its advertised posts. General information. Applicants applying for SMS posts are required to successfully complete the Nyukela Public Service Senior Management Leadership Programme (submitted prior to finalization of an appointment) as endorsed by the National School of Government available as an online course on https://www.thensg.gov.za/training-course/sms-pre-entry-programme/. Applicants are expected to pay for the course and may enroll for it at a cost of R265.00. The duration of the course is 120 hours.
Shortlisted candidates for SMS posts will be subjected to a technical exercise, which intends to test relevant technical elements of the jobs by the Government Printing Works. Following the interview and the technical exercise, the Selection panel will recommend candidates to attend a generic management competency assessment (in compliance with the DPSA Directive on the Implementation of Competency-based assessments). The competency assessment will be testing generic managerial competencies, using the mandated DPSA SMS competency assessment tools. Personnel suitability checks will also be administered as a part of the selection process.
Successful candidates will be required to enter into an employment contract and performance agreement (as relevant) and must obtain a positive security clearance. Applications received after the closing date as well as those who do not comply with the requirements will not be taken into consideration. If you have not received a response from this institution within three months of the closing date, please consider your application unsuccessful.
