Job Details
Job Description
PURPOSE OF THE POST
To provide secretarial and office administration services to the Chief Director.
DESCRIPTION OF TASKS
| NO | Key result areas | Activities | Result indicators |
| 1 | Diary management
And correspondences |
Screen appointments before scheduling them in a professional and courteous manner
Reschedule appointments using discretion when a urgent or Important meetings take precedence
Respond to queries (verbal or electronic) |
Well managed diary
Meetings rescheduled
Queries responded to in a professional manner |
| 2 | Events and meetings
management |
Arrange and coordinate meetings,
workshop, seminars and other similar events(as an when required)
Notify relevant people of events scheduled by the Chief Directorate
Notify people of changes to appointments or meetings diplomatically
Make logistical arrangements as required (including procurement processes)
Take minutes of meetings as required |
Well-arranged events
Invitations sent as required
Changes communicated diplomatically
Venue, transport and other logistical arrangements efficiently done
Minutes of the meeting, events, etc. captured properly |
| 3 | Document and information management | Capture and file all incoming and
Outgoing documents and information into manageable and Retrievable systems (electronically and manually)
Retain confidential records securely
Organise incoming mails and draft courtesy replies to correspondence which requires a standard response |
Documents and Information
properly managed
Confidential records secured
Courtesy replies drafted |
| 4 | Documents compilation and formatting | Draft, edit and format documents
Including schedules, graphs, presentations, etc. using appropriate computer software
Maintain templates of standard documents in use in the department, Including presentation formats |
Documents drafted, edited and
formatted as outlined
Compliance to department standard document template |
| 5 | Office management | Order office supplies as needed
Ensure that office equipment for Chief Directorate is operational and notify the appropriate person timeously when something is not working
Maintain an inventory of office equipment’s for the Chief Directorate and liaise with necessary personnel for maintenance and replacements
Keep an up to date list of contact numbers for the Chief Directorate |
Office supplies available at all
Times
Office equipment operational
Inventory maintained and equipment’s maintained or replaced as required
Updated list of contact numbers |
| 6 | Monitoring and reporting | Expenditure monitoring for the
Chief Directorate
Chief Directorate performance and reports |
Reconciled and reported expenditure and projection.
Reports on sub – programme performance |
COMPETENCY REQUIREMENTS
Knowledge
- Basic understanding of Departmental polices
- Clear understanding of office administration activities and processes
- Knowledge of the PFMA
- Knowledge of Public Service Regulations
Skills
- Good computer skills (MS Word, Excel, PowerPoint, internet and email)
- Listening
- Report writing skill
- Communication
- Administration
- Organising
- Etiquette
Personal attributes
- Ability to interact with people
- Good Interpersonal Skills
- Initiative
- Ability to work with and in teams
- Ability to multi task
Experience
- Minimum of 2 years working experience in administration
LEARNING INDICATORS/QUALIFICATIONS
- A registered three years National Diploma or Degree