Admin assistant

Temporary

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