PERSONAL ASSISTANT: OPERATIONAL SUPPORT SERVICES (ELSENBURG)

This position offers an opportunity to provide high-level secretarial and administrative support within the Operational Support Services unit of the Department of Agriculture in the Western Cape Government, based at Elsenburg. The role is central to ensuring the smooth functioning of the manager’s office, acting as the first point of contact and managing a wide range of administrative responsibilities. As a Personal Assistant, you will be expected to work independently, exercise sound judgement, and maintain a high degree of professionalism and confidentiality while supporting senior management.

To be considered for this role, candidates must hold a Grade 12 certificate or equivalent, together with an accredited secretarial diploma and/or an administrative qualification at NQF level 5, or a relevant higher tertiary qualification. In addition, a minimum of three years of experience in rendering secretarial or administrative support to management or senior management is required. The role demands a solid understanding of relevant legislation, policies, prescripts and procedures, as well as basic financial administration. Practical knowledge of record management systems, procurement of goods and services, and the ability to accurately record minutes and decisions at meetings are also essential. Advanced proficiency in the MS Office package, strong written and verbal communication skills, report writing abilities, planning and organising skills, and research and analytical capabilities are all key competencies for success in this post.

The main duties of the Personal Assistant include providing a comprehensive secretarial and receptionist support service to the manager, which involves managing correspondence, handling enquiries, and ensuring professional front-line communication. You will also render broader administrative support services, which may include drafting submissions and letters, maintaining filing systems, and coordinating administrative workflows. Supporting the manager with meetings is another core responsibility, encompassing scheduling, preparing documentation, taking minutes, and following up on action items. Furthermore, you will assist the manager with the administration of their budget, which requires careful attention to financial records, expenditure tracking, and procurement processes. The role also requires you to study relevant Public Service and departmental prescripts, policies and other documents, ensuring that their application is properly understood and implemented within the unit.

Shortlisted candidates should note that the selection process includes interviews, pre-entry assessments, and integrity checks. All shortlisted applicants will be required to complete a practical exercise to assess technical and generic suitability, as well as an integrity assessment relating to ethical conduct. Candidates must also submit duly completed and signed vetting and supporting documentation within the timeframe communicated by the Western Cape Government, prior to the interview date. Failure to do so without reasonable justification may result in disqualification from the process. By applying, candidates consent to the Western Cape Government contacting previous employers or managers for employment references, including enquiries about disciplinary records and reasons for leaving. The selection process will be guided by the employment equity targets of the employing department, and all applications must be submitted online before the closing date. This is a demanding but rewarding role for a detail-oriented professional who thrives in a structured administrative environment.