Office Assistant (12 Months Contract) Job Vacancy At Phaki Personnel Management Services

CLOSING DATE: 08 NOVEMBER 2023

Job Description

JOB PURPOSE:

Receives telephone calls in an environment where, in addition to the calls for the senior Manager, discretion is required to decide wo whom the call should be forwarded. In the process the job incumbent should finalise some enquiries.

MINIMUM REQUIREMENTS:

A National Diploma in Public Administration / Office Administration / Management Assistant.

Job Related Work Experience: 1-year relevant experience in rendering secretarial and administration support services to management preferably at Senior Management Services (SMS).

RESPONSIBILITIES:

Provides 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 wo whom the call should be forwarded. In the process the job incumbent should finalise some enquiries.

Performs advanced typing work.

Operates and ensures that the office equipment, e.g., fax machines and photocopiers are in good working order.

Records 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

Ensue 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.

Draft documents as required.

Does filing of documents for the manager and the unit when 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 unit.

Obtains the necessary signatures on documents like procurement advices and monthly salary reports.

Provides Support to the Manager Regarding Meetings

Scrutinises 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.

Supports the Manager with the Administration of the Budget

Collects and coordinates all documents that relate to the Manager’s budget.

Assists Manager in determining funding requirements for purposes of MTEF submissions.

Keeps Records for 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.

Compares the MTEF allocation with the requested budget and informs the manager of changes.