ADMINISTRATION OFFICER (PERSONAL ASSISTANT)

Department of Health; Johannesburg; On-site; ZAR 326 000; Full time

Job summary

A government health department is seeking an Administration Officer (Personal Assistant) in Johannesburg. The role includes providing administrative support, managing the diary of the Chief Director, and serving as a secretary for meetings. Candidates must possess a Grade 12 qualification along with a 3-year Degree or National Diploma in a related field and have at least 3 years of experience in Office Administration. Strong organizational and communication skills are essential. The closing date for applications is January 23, 2026.

Benefits

Benefits included

Qualifications

• Must have Grade 12 and a 3-year qualification in a relevant field.
• 3 years of functional experience in Office Administration or Secretariat services is essential.
• Candidates must possess strong computer skills and knowledge of Microsoft Office 365.

Responsibilities

• Provide administrative support to the Chief Director.
• Manage the Chief Director’s diary and appointments.
• Serve as secretary in meetings and prepare reports.

Skills

Excellent organizational skills

Ability to multi-task

Excellent communication

Minutes and report writing skills

Excellent computer skills

Analytical skills

Interpersonal skills

Planning and organizing

Telephone etiquette

Professional etiquette

Documents management

Quality assurance

Time management

Problem management

Relationship management

Conflict management

Education

Grade 12 and 3 years Degree/National Diploma in Secretarial/Office Management/Public Administration/Business Administration/Corporate Governance

Tools

Microsoft Office 365

MS Word

MS Excel

MS Outlook

MS PowerPoint

Microsoft Teams

SharePoint

Job description

ADMINISTRATION OFFICER (PERSONAL ASSISTANT)

• Reference Number : REFS/035038
• Directorate : OFFICE OF THE CHIEF DIRECTOR
• Number of Posts : 1
• Package : R325 101 per annum (plus benefits)

Requirements

• Grade 12 and appropriate 3 years Degree/ National Diploma or equivalent (three year) qualification in Secretarial / Office Management / Public Administration / Business Administration / Corporate Governance recognised by SAQA. Three (3) years functional experience in Office Administration / Secretariat services. Skills: excellent organizational skills, ability to multi-task, excellent communication, minutes and report writing skills, excellent computer skills, Microsoft packages (MS office 365 i.e., Ms Word, Ms Excel, Ms Outlook, Ms PowerPoint, Microsoft Teams, and SharePoint), analytical skills, interpersonal skills, planning and organising, telephone etiquette, professional etiquette, documents management, quality assurance, time management, problem management, relationship, and conflict management. Knowledge of: Public Service Act (PSA), Public Service Regulations, Promotion of Access to Information Act (PAIA), Protection of Personal Information Act (POPIA), Public Finance Management Act (PFMA), documents classifications, record management, administration procedures and Batho Pele Principles. Maintain confidentiality in the office. Ability to act with tact and discretion, compliant with prescripts. Ability to work under pressure whilst following strict processes and procedures. High level of reliability and ethics, as well as the commitment to work beyond the call of duty.

Duties

• Provide administrative support to the Chief Director. Manage the Chief Director’s diary and mail; apprise the Chief Director of her appointments daily; arrange meetings and workshops; prioritize daily tasks and ensure that duties are completed timeously. Serve as secretary for the Chief Director’s meeting e.g., ExCo, District Management Team, etc. Develop and implement an Operating Level Agreement (OLA) for the role: develop and implement an end-to-end documents management process; develop templates for standardisation in the Office; implement effective processes for information flow to and from the Chief Director’s office; manually and electronically file documents, meeting recordings, etc. Implement access controls in the Office of the Chief Director; consolidate annual leave plans and manage leave applications of the Chief Director’s subordinates, as well as monitor attendance by auditing the Z8 book. Report on the implementation of the OLA, as well as identify gaps in office processes and strategies to address the said gaps. Compile reports / submissions and ensure that deadlines are met. Quality assure all documents submitted for the Chief Director’s attention to ensure compliance with prescripts and standards. Liaise with Sub-Districts and Central Office as per the instruction of principals, as well as in expediting submissions. Prepare weekly itineraries, as well as subsistence and travel claims; update tasks / resolutions tracking tools as per the stipulations of the OLA.

Employer

Department of Health

Location

Johannesburg Health District

Closing Date

23-01-2026

Criteria Questions

Do you have Grade 12 and appropriate 3 years Degree/ National Diploma or equivalent (three year) qualification in Secretarial / Office Management / Public Administration / Business Administration / Corporate Governance recognised by SAQA?

Do you have Three (3) years functional experience in Office Administration / Secretariat services?

Application Notice

Due to the large number of applications we envisage receiving, applications will not be acknowledged. If you do not receive any response within 3 months, please accept that your application was not successful.