Personal Assistant

Job Description

Support senior management as a Personal Assistant at the Gauteng Department of Infrastructure Development. This role involves managing communications, coordinating schedules, and ensuring efficient document flow. Ideal for an organized professional with secretarial experience, committed to facilitating smooth operations in a fast-paced public sector environment.

Requirements

• Secretarial Diploma (NQF Level 5) or equivalent
• A minimum 3–5 years’ experience in rendering a support service to senior management

Responsibilities

• 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
• 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
• Utilize 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
• Coordinate with and sensitize/advise the manager regarding engagements
• Compile realistic schedules of appointments
• 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 in line with relevant legislation and policies
• Scrutinize routine submissions/reports and make notes and/or recommendations for the manager
• Obtain inputs, collate, and compile reports, e.g., progress reports, monthly reports, management reports
• Respond to inquiries received from internal and external stakeholders
• Draft documents as required
• File documents of the manager and the unit where required
• Collect, analyze, and collate information requested by the manager
• Clarify instructions on behalf of the manager
• Coordinate travel arrangements
• Prioritize issues in the office of the manager
• Manage the leave register and telephone accounts for the unit
• Handle the procurement of standard items like stationery and refreshments
• Obtain the necessary signatures on documents like procurement advice and monthly salary reports
• Coordinate logistical arrangements for meetings when required
• Scrutinize documents to determine actions/information/other documents required for the meetings
• Collect and compile necessary documents for the manager to inform him/her of the contents
• Record minutes/decisions and communicate to relevant role-players, follow-up upon progress made
• Prepare briefing notes for the manager as required
• Collect and coordinate all the documents that relate to the manager’s budget
• Assist the manager in determining funding requirements for purposes of MTE submissions
• Keep records of expenditure commitments, monitor expenditure, and alert the manager of possible over and under spending
• Check and correlate BAS reports to ensure that expenditure is allocated correctly
• Identify the need to move funds between items, consult with the DDG, and compile draft memos for this purpose
• Compare the MTEF allocations with the requested budget and inform the DDG of changes
• Remain 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
• Remain abreast with the procedures and processes that apply in the office of the manager