Senior Admin Assistant

Temporary
Senior Admin Assistant
Tasiso Consulting (Pty) Ltd
Pretoria, Gauteng
Contract

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Posted 28 May 2021 – Closing Date 11 June 2021

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 procurement processes)

 

Assist with procurement and payment processing as required

 

Take minutes of meetings as required

Well-arranged events

 

 

 

Invitations sent as required

 

 

Changes communicated diplomatically

 

 

 

Procurement and payment made

 

 

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

 

Organize 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
  • Organizing
  • 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.