Personal Assistant

1 week ago

Pretoria, South Africa Tasiso Consulting Full time

Department Science and Technology

Minimum experience Entry Level

Company primary industry Government Administration

Job functional area Administrative

Contract term 12 months

**JOB TITLE: Personal Assistant**

1.** PURPOSE OF THE POST**

To render a secretarial support service to a senior manager(s).

2. **KEY RESPONSIBILITIES**

a) Provides a secretarial/receptionist support service to the manager. This will, inter alia, entail the following:
i) Receives telephone calls and refers the calls to the correct role players if not meant for the relevant manager.
ii) Records appointment and events in the diary of the manager.
iii) Type documents for the manager and other staff within the unit on a word processor.
iv) Operates office equipment like fax machines and photocopies.

b) Provides a clerical support service to the manager. This will entail, inter alia, the following:
I) Liaises with travel agencies to make travel arrangements. Checks the arrangements when the relevant documents are received.
II) Arranges meetings and event for the manager and the staff in the Unit. Identify venues, invites role players, organises refreshments and sets up schedules for meetings and events.
III) Processes the travel and subsistence’s claims for the unit.
IV) Processes all invoices that emanate from the activities of the work of the manager.
V) Records basic minutes of the meetings of the manager were required.
VI) Drafts routine correspondence and reports.
VII) Does filling of documents for the manager and the unit were required.
VIII) Administer matters like the leave registers and telephone accounts.
IX) Receives, records and distributes all incoming and outgoing documents.
X) Handles the procurement of standard items like stationery, refreshments etc.
XI) Collect all relevant documents to enable the manager to prepare for the meetings.

c. Remains up to date with regards to prescripts/policies and procedures applicable to his/her work terrain to ensure efficient and effective support to the manager. This would, inter alia, entail the following:
3. **INHERENT REQUIREMENTS OF THE JOB**

4. **APPOINTMENT REQUIREMENTS**

b) Language skills and the ability to communicate well with people at different levels and from different background.
c) Good telephone etiquette.
d) Computer literacy.
e) Sound organisational skills.
f) Good people skills.
g) High level of reliability.
h) Basic written communication skills.
i) Ability to act with tact and discretion.
j) Good grooming and presentation.

5. **CARRER PATHING**

Promotion to higher post - compliance with requirements of higher post.

6. **AMENDMENTS TO JOB DESCRIPTION**

The senior manager reserves the right to make changes and alterations to this Job Description, as he/she may deem reasonable, after due consultation with the jobholder.

7. **PERFORMANCE AGREEMENT**

The Performance Agreement of the incumbent, which contains a work plan and specific target dates, should be read as an extension of this job description. The performance agreement may also contain an annexure outlining any standards operating procedures that the incumbent should adhere to during the execution of his/her key performance areas.

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