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x3 PERSONAL ASSISTANT POSTS AT THE GOVERNMENT PRINTING WORKS DEPARTMENT

admin September 11, 2023

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x3 Personal Assistant Posts at the Government Printing Works Department

DEADLINE: 26 September 2023

x3 Personal Assistant Posts at the Government Printing Works Department

POST: PERSONAL ASSISTANT REF NO: GPW 23/79 (X3 POSTS)
SALARY: R294 321 per annum
CENTRE: Pretoria

REQUIREMENTS: National Diploma at NQF Level 6 as recognized by SAQA) in Office Administration/ Public Administration/ Public Management/ Office Management and Technology. A minimum of one year of experience in rendering secretarial, clerical, and administrative support services to the Senior Manager.

DUTIES: Provides a secretariat/ 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. fax machines and photocopiers, are good working order. Records the engagements of the senior manager. Utilises discretion to decide whether to accept/decline or refer to other employee’s requests for meetings, based on the assessed importance and urgency of the matter. Coordinates with and sensitises/advice the manager regarding engagements; and compiles realistic schedules of appointments. Renders administrative support services. Ensures the effective flow of information and documents to and from the office of the manager. Ensures the safekeeping of all documentation in the office of the manager in line with relevant legislation and policies. Obtains inputs, collates and compiles reports. Progress reports; Monthly reports; Management reports. Scrutinizes routine submissions/reports and make notes and/or recommendations for the manager. Responds 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. Prioritizes issues in the office of the manager. Manages the leave register and telephone accounts for the unit. Handles the procurement of standard items like stationery, refreshments etc for the activities of the manager and the unit; and obtains the necessary signatures on documents like procurement advice and monthly salary reports. Provides support to manager regarding meetings. Scrutinizes documents to determine actions/information/other documents required 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; and coordinates logistical arrangements for meetings when required. Support the manager with the administration of 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 MTEF submissions. Keeps record of expenditure commitments, monitors expenditure and alerts manager of possible over and under spending. Checks and correlates 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; and 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; and remains abreast with the procedures and processes that apply in the office of the manager.

ENQUIRIES: Mr M Mahlangu Tel No: (012) 748 6317

APPLICATIONS: All applications must be forwarded to: The Branch: Human Resources, Government Printing Works, Private Bag X85, Pretoria, 0001 or be hand delivered to: 149 Bosman Street, Pretoria.

Directions to candidates

Applications on form Z83 with full particulars of the applicants’ training, qualifications, competencies, knowledge and experience (on a separate sheet if necessary or a CV) must be forwarded to the department in which the vacancy/vacancies exist(s). NB: PROSPECTIVE APPLICANTS MUST PLEASE USE THE NEW Z83 WHICH IS EFFECTIVE AS AT 01 JANUARY 2021.
Applicants must indicate the reference number of the vacancy in their applications.
Applicants requiring additional information regarding an advertised post must direct their enquiries to the department where the vacancy exists. The Department of Public Service and Administration must not be approached for such information.
It must be ensured that applications reach the relevant advertising departments on or before the applicable closing dates.