Personal Assistant

 

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Job Ref:

PTA000679/TK

Date posted:

Monday, May 23, 2022

Location:

Pretoria, South Africa

Salary:

15 553,91 Monthly


SUMMARY:
Our client is seeking to appoint one (1) candidate to render Personal Assistant role to Senior Manager(s) for a period of twelve (12) months

JOB DESCRIPTION:

KEY RESPONSIBILITIES:
  • Provides a secretarial /receptionist support service to the Manager
  • Receives telephone calls, discretion, is required to decide to whom the call should be forwarded. In the process the job incumbent should finalize some enquiries
  • Performs advanced typing work
  • Operates and ensures that office equipment, e.g. fax machines and photo copiers are in good order
  • Records the engagements of the senior manager
  • Utilize discretion to decide whether to accept/decline or refer to other employee requests for meetings based on the assessed importance and urgency of the matter
  • Coordinates with and sensitize/advises the manager regarding engagements
  • 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
  • Obtain inputs, collates and compile reports, e.g. 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
  • Draft documents as required
  • Does filing of documents for the manager and the unit where required
  • Collects, analyzes and collates information requested by the manager
  • Clarifies instructions and notes on behalf of the manager
  • Ensure that travel arrangement 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 stationary, refreshments etc. for the activities of the manager and the unit
  • Obtains the necessary signatures on documents like procurement advices and monthly salary reports
  • 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
  • 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
  • Assist manager in determining funding requirements for purposes of MTEF submissions
  • Keeps records of expenditure commitments, monitors expenditure and alerts manager for 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

APPOINTMENT REQUIREMENTS
  • Secretarial diploma or equivalent qualification
  • 3- 5 year experience in rendering a support service to senior management
  • Language skills and the ability to communicate well with people at different levels and from different backgrounds
  • Good telephone etiquette
  • Computer literacy
  • Good people skills
  • High level of reliability
  • Knowledge on the relevant legislation /policies/prescripts and procedures
  • Basic knowledge of financial administration
Interested candidates can forward CVS to: Subject line : Personal Assistant role

Closing date: 01 June 2022 COB

 

NB! This job is now closed. You can apply for other jobs by uploading your CV.


 

 

 

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