Personal Assistant

Western Cape Government; Cape Town; On-site; ZAR 325 000 - 383 000; Full time

Job summary

A government department in Cape Town seeks a competent individual to provide secretarial support to senior management. Candidates must have Grade 12 and an accredited secretarial qualification along with a minimum of 3 years of relevant experience. Responsibilities include managing office logistics, providing financial support, and ensuring compliance with policies. The role offers a salary range of R 325 101 – R 382 959 per annum, along with service benefits. Apply early to avoid missing the deadline.

Benefits

Medical assistance

Housing assistance

Pension fund contributions

Qualifications

• Minimum of 3 years experience providing support to management.
• A certificate of completion for required qualifications must be provided.

Responsibilities

• Provide secretarial and receptionist support to the manager.
• Manage office equipment and supplies.
• Perform advanced typing and draft reports.
• Coordinate appointments and manage meeting logistics.
• Assist with administrative tasks and maintains accurate records.
• Provide financial and budget management support.
• Ensure document compliance and safeguard records.

Skills

Advanced computer skills

Verbal and written language skills

Planning and organising

Professional telephone and email etiquette

Assertiveness, tact and discretion

Conflict resolution

Problem-solving

Decision-making

Education

Grade 12 or equivalent qualification

Accredited secretarial diploma or NQF level 5 qualification

Job description

Job Purpose

The Department of Infrastructure, Western Cape Government has an opportunity for a suitably qualified and competent individual to render a secretarial support service to a senior manager(s).

Minimum Requirements

Grade 12 (Senior Certificate or equivalent qualification) plus an accredited secretarial diploma and/or administrative qualification on the level of NQF level 5 or relevant higher tertiary qualification (a certificate of completion should be provided); A minimum of 3 years experience in rendering a support service to management/ senior management.

Key Performance Areas

• Provide secretarial and receptionist support to the manager by screening calls, addressing inquiries, and maintaining confidentiality, while referring stakeholders to the appropriate officials as needed.
• Ensure office equipment is functioning properly, manage office supplies and refreshments, safeguard and verify assets, and process invoices on time.
• Provide operational assistance by performing advanced typing, drafting reports, monitoring submission deadlines, and responding to stakeholder inquiries while collecting and compiling required information for the manager.
• Coordinate the senior manager\'s appointments, manage meeting logistics, record minutes, and track action items, while prioritizing meetings based on urgency and importance.
• Assist with administrative tasks such as managing leave requests, tracking employee records, coordinating procurement, and preparing documents for signatures and approvals, ensuring accuracy and completeness.
• Provide financial and budget management support by tracking expenditure, assisting with submissions, monitoring budget discrepancies, and recommending necessary budget adjustments.
• Ensure efficient document flow and compliance with policies, safeguard records, and compile reports, while ensuring that all information is processed in accordance with relevant legislation and policies and within required deadlines.

Competencies

Working knowledge of the following: Relevant legislative and regulatory requirements pertaining to Supply Chain Management; Compliance, Supply Chain Management or Governance environment.

• Skills in the following:
• Advanced computer skills (word processing and numerical)
• Verbal and written language skills
• Planning and organising
• Professional telephone and email etiquette
• Aassertiveness, tact and discretion
• Conflict resolution, problem-solving and decision-making

Remuneration

R 325 101 – R 382 959 per annum (Salary level 7)

Note on remuneration in addition service benefits or obligations for qualifying employees (medical assistance, housing assistance, pension-fund contributions, etc) are funded or co-funded in terms of the applicable prescripts or collective agreements.

Notes

Shortlisted candidates will be required to attend interviews on a date and time determined by the department and submit documentation for verification purposes and criminal record vetting. All shortlisted candidates shall undertake two pre-entry assessments. One will be a practical exercise to determine a candidate’s suitability based on the post’s technical and generic requirements and the other must be an integrity (ethical conduct) assessment. The selection process will be guided by the EE targets of the employing department.

By applying for this position, you are consenting to the Western Cape Government contacting your previous employers/managers for an employment reference. Reference checks will include enquiries relating to your disciplinary records and reasons for leaving.

Should you experience difficulties with your online application, technical support is available from Monday to Friday from 08:00 to 16.00. Contact the helpline at 086 137 0214. For all other queries relating to the position, kindly contact the enquiries person as indicated in the advert. Please ensure that you submit your application before the closing date as no late applications will be considered.

Attachments (if applicable)