Personal Assistant

EdUpStairs; Pretoria; On-site; ZAR 180,000 - 300,000; Full time

Job summary

EdUpStairs in Pretoria is seeking a capable secretary/office administrator to support the senior manager with a range of secretarial tasks. The role includes handling calls, drafting documents, scheduling meetings and coordinating travel with discretion.

The ideal candidate holds a Grade 12 certificate and a National Diploma in Secretarial/Office Administration or related field, plus at least 3 years of relevant experience.

Qualifications

• Grade 12 and a National Diploma in Secretarial / Office Administration / Management or equivalent.
• Minimum 3 years’ experience supporting senior management.
• Knowledge of relevant legislation / policies / prescripts and procedures.
• Telephone etiquette and basic financial administration knowledge.
• Sound organisational ability and good interpersonal relations.
• High level of reliability with strong verbal and written communication.

Responsibilities

• Provide secretarial/receptionist support to the manager.
• Receive calls and forward discreetly as needed; finalize enquiries.
• Perform advanced typing and ensure office equipment functions properly.
• Record engagements and manage meeting schedules for the manager.
• Coordinate travel arrangements and prepare briefing notes.
• Procure standard office items and manage budget-related documents.
• Draft documents and handle filing; maintain confidential records.
• Prepare reports and assist with BAS-related expenditure tracking.

Skills

Organisational skills

MS Office

Interpersonal skills

Reliability

Verbal & written communication

Cross-level communication

Research & analysis

Discretion

Self-management

Extended hours

Security clearance

Education

Grade 12

National Diploma in Secretarial / Office Admin / Management

Tools

Microsoft Office

Job description

Minimum requirements: Applicants must be in a possession of Grade 12 Certificate and National Diploma in Secretarial / Office Administration / Management or relevant equivalent qualification.
Minimum of 3 years' experience in rendering a support service to senior management. Job related
knowledge: Relevant legislation / policies / prescripts and procedures, Telephone etiquette, Basic knowledge on financial administration.
Job related skills: Sound organisational ability.
Computer literacy (Microsoft Office).
Good interpersonal relations.
High level of reliability.
Communication (verbal and written).
Language and ability to communicate well with people at different levels and from different backgrounds.
Ability to do research and analyse documents and situations.
Ability to act with tact and discretion.
Selfmanagement and motivation.
Willingness to work extended hours.
Classified Secrets Security Clearance.

Duties

Provide a secretarial / receptionist support service to the manager.
Receives telephone calls in an environment where, in addition to the calls for the senior manager, discretion is required to decide to whom the call should be forwarded.
In the process the job incumbent should finalise some enquiries.
Performs advanced typing work.
Operates and ensures that office equipment, e.g. printers and photocopies are in good working order.
Record the engagements of the senior manager.
Utilises discretion to decide whether to accept / decline or refer to other employees' requests for meetings, based on the assessed importance and urgency of the matter.
Coordinates with and sensitises / advises the manager regarding engagements.
Compiles realistic schedules for appointments.
Render administrative support service.
Ensures the effective flow of information and documents to and from the office of the manager.
Ensures the safe keeping of all documentation in the office of the manager in line with relevant legislation and policies.
Obtains inputs, collates and compiles reports, e.g.: Progress reports, Monthly reports and management reports.
Scrutinises routine submissions / reports and make notes and / or recommendations for the manager.
Respond to enquiries received from internal and external stakeholders.
Drafts documents as required.
Does filling of documents for the manager and the unit where required.
Collects, analyses and collates information requested by the manager.
Clarifies instructions and notes on behalf of the manager.
Ensures that travel arrangements are well coordinated.
Prioritises issues in the office of the manager.
Manages the leave register and telephone accounts for the unit.
Handles procurement of standard items like stationary, refreshments etc. for the activities of the manager and the unit.
Obtains the necessary signatures on documents like procurement advice and monthly salary reports.
Provides support to manager regarding meetings.
Scrutinises documents to determine actions / information / other documentsrequired for meetings.
Collects and compiles all necessary documents for the manager to inform him / her on the contents.
Records minutes / decisions and communicates to relevant role-players, follow-up on progress made.
Prepares briefing notes for the manager as required.
Coordinates logistical arrangements for meetings when required.
Supports the manager with the administration for the manager's budget.
Collects and coordinates all the documents that relate to the manager's budget.
Assists manager in determining funding requirements for purposes of Medium-Term Expenditure Framework (MTEF) submissions.
Keeps records for expenditure commitments, monitors expenditure and alerts manager of possible over and
under spending.
Checks and correlates Basic Accounting System (BAS) reports to ensure that expenditure is allocated correctly.
Identifies the need to move funds between items, consults with the manager and compiles draft
memos for this purpose.
Compares the MTEF allocation with the requested budget and informs the manager of changes.
Studies the relevant public service and departmental prescripts / policies and other documents and ensure
that the application thereof is understood properly.
Remains up to date with regard to the prescripts / policies and procedures applicable to his / her work
terrain to ensure efficient and effective support to the manager.
Remains abreast with the procedures and processes that apply in the office of the manager.

Enquiries

Ms N Mabuza Tel No: [phone]