PERSONAL ASSISTANT REF NO: 301026/38 Branch: Water And Sanitation Services Management: WC Cd: Provincial Operations: Western Cape

This position offers an opportunity to serve as a Personal Assistant within the Department of Water and Sanitation, specifically in the Provincial Operations unit for the Western Cape, based in Bellville. The role sits within the Water and Sanitation Services Management branch and is designed to provide comprehensive secretarial, administrative, and organisational support to a senior manager. It is a level 07 post, reflecting the senior administrative nature of the work and the level of trust and responsibility involved. The successful candidate will act as a key link between the manager, internal staff, external stakeholders, and the public, ensuring that the office runs smoothly and that the manager is fully prepared for all engagements and obligations.

Applicants must hold a Secretarial Diploma or an equivalent qualification, coupled with between three and five years of experience in rendering support services to Senior Management. Excellent computer literacy is essential, with advanced proficiency in the Microsoft Office suite specifically required. The role demands strong office management skills, a sound knowledge of administrative procedures, and well-developed organisational abilities. The department is looking for someone with good people skills, a high level of reliability, and the ability to act with tact and discretion at all times. Additional competencies include the ability to research and analyse documents and situations, good grooming and presentation skills, self-management and motivation, and a working knowledge of dispute resolution processes and basic financial management. Familiarity with people and diversity management, problem solving, and analysis is also expected. The ideal candidate will be highly reliable, self-motivated, flexible, creative, and client-focused, with excellent verbal and written communication skills, good accountability, and ethical conduct. Staying current with the prescripts, policies, and procedures relevant to the work terrain is a key requirement to ensure efficient and effective support to the manager.

The duties are broad and include providing a secretarial and receptionist support service to the manager, implementing administrative procedures for the component, and receiving telephone calls and visitors on the manager’s behalf. The Personal Assistant will implement policies and procedures, engage with suppliers regarding purchased materials, and develop implementation plans. Financial procedures must be observed within the section, and the role includes compiling monthly reports for presentation to managers and operating early warning systems. Travel arrangements for the DDG office are coordinated through liaison with travel agencies, and the role involves arranging meetings and events for the manager and unit staff. Processing invoices emanating from the manager’s work, including travel and subsistence claims for the unit, is also required. The position entails drafting routine correspondence and reports, recording basic minutes of meetings where required, and administering matters such as leave registers, telephone accounts, and proper filing of documents. The Personal Assistant will receive, record, and distribute all incoming and outgoing documents, collect relevant documents to enable the manager to prepare for meetings, provide feedback on identified administrative gaps, and maintain records of goods and services procured while handling all procurement items for the office.

This is an equal opportunity position within the Department of Water and Sanitation, with employment equity objectives taken into account in line with the Constitution and the Employment Equity Act. Women and persons with disabilities are encouraged to apply, and preference will be given to equity targets. Applications must be submitted online, and no supporting documents are required at the application stage; shortlisted candidates will need to produce the necessary documentation at interview. Suitability checks, including qualification verification, reference checks, and criminal and credit checks, will be conducted for shortlisted candidates. Foreign qualifications must be accompanied by a SAQA evaluation certificate when shortlisted, and foreign or dual citizenship holders must provide a police clearance certificate from their country of origin. Shortlisted candidates may be required to undergo further assessments, including integrity and technical exercises, and must complete a financial disclosure form and security clearance. Correspondence is limited to shortlisted candidates, and those who do not receive feedback within three months should consider their application unsuccessful. The department reserves the right not to fill the post.