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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