Admin assistant


Job Details

Job Description


To provide secretarial and office administration services to the Chief Director.


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


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



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



Maintain an inventory of office

equipment’s for the Chief Directorate and liaise with necessary

personnel for maintenance and



Keep an up to date list of contact

numbers for the Chief Directorate

Office supplies available at all



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


Reconciled and reported expenditure and projection.


Reports on sub – programme





  • Basic understanding of Departmental polices
  • Clear understanding of office administration activities and processes
  • Knowledge of the PFMA
  • Knowledge of Public Service Regulations


  • 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


  • Minimum of 2 years working experience in administration


  • A registered three years National Diploma or Degree