Personal Assistant

Overview

Provide 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.

Requirements

• Minimum requirements: Applicants must be in a possession of Grade 12 Certificate and National Diploma in Secretarial / Office Administration / Management or relevant equivalent qualification
• Minimum of 3 years’ experience in rendering a support service to senior management
• Job related knowledge: Relevant legislation / policies / prescripts and procedures, Telephone etiquette, Basic knowledge on financial administration
• Job related skills: Sound organisational ability
• Computer literacy (Microsoft Office)
• Good interpersonal relations
• High level of reliability
• Communication (verbal and written)
• Language and ability to communicate well with people at different levels and from different backgrounds
• Ability to do research and analyse documents and situati ons
• Ability to act with tact and discretion
• Self - management and motivation
• Willingness to work extended hours
• Classified Secrets Security Clearance

Responsibilities

• Provide 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. printers and photocopies are in good working order
• Record the engagements of the senior manager
• Utilises discretion to decide whether to accept / decline or refer to other employees’ requests for meetings, based on the assessed importance and urgency of the matter
• Coordinates with and sensitises / advises the manager regarding engagements
• Compiles realistic schedules for appointments
• Render administrative support service
• Ensures the effective flow of information and documents to and from the office of the manager
• Ensures the safe keeping of all documentation in the office of the manager in line with relevant legislation and policies
• Obtains inputs, collates and compiles reports, e.g.: Progress reports, Monthly reports and management reports
• Scrutinises routine submissions / reports and make notes and / or recommendations for the manager
• Respond to enquiries received from internal and external stakeholders
• Drafts documents as requir ed
• Does filling of documents for the manager and the unit where required
• Collects, analyses and collates information requested by the manager
• Clarifies instructions and

How to apply

Apply on source site