PERSONAL ASSISTANT: HOD SUPPORT

This position offers an opportunity to provide high-level secretarial and administrative support to the Head of Department within the Department of Local Government, Western Cape Government. As a Personal Assistant to the HOD, the incumbent will act as a key link between the manager and internal and external stakeholders, ensuring smooth day-to-day operations of the office. The role is based at the department’s centre in the Western Cape and is graded at an administrative level, with a salary package aligned to level 07 of the public service pay scale.

To be considered, candidates must have a Grade 12 certificate or equivalent, supplemented by an accredited secretarial diploma or administrative qualification at NQF level 5, or a relevant higher tertiary qualification. In addition, at least three years of experience in rendering secretarial or administrative support to management or senior management is required. The department looks for individuals with a sound understanding of relevant legislation, policies, prescripts and procedures, as well as financial administration. Professional ethics, integrity, confidentiality and discretion are essential, as is the ability to manage time effectively and meet deadlines. Strong interpersonal relations, planning, organising and coordinating skills, sound judgement and decision-making, and a customer service orientation are also expected.

The successful candidate will be responsible for a range of duties. These include providing a secretarial and receptionist support service to the manager, handling administrative support tasks, and assisting with the coordination and support of meetings. The Personal Assistant will also support the manager with the administration of the manager’s budget, which requires financial management skills and attention to detail. Another key responsibility is to study relevant Public Service and departmental prescripts, policies and other documents, and to ensure that their application is properly understood and implemented. The role demands excellent telephone etiquette, computer literacy in the MS Office package (including Word, Excel, PowerPoint, Teams, Outlook and Internet), strong written and verbal language and communication skills, and good interpersonal and people-management skills. Reliability, dependability, organisational and planning skills, tact, discretion, and the ability to maintain confidentiality are crucial. The ability to work under pressure, manage competing priorities, work independently and as part of a team, and demonstrate self-management and self-motivation are also important.

Shortlisted candidates will be required to attend interviews at a time determined by the department and must submit duly completed and signed vetting and supporting documentation within a specified timeframe. Failure to do so without reasonable justification may result in exclusion from the process. All shortlisted candidates will also undertake two pre-entry assessments: a practical exercise to assess suitability based on the post’s technical and generic requirements, and an integrity (ethical conduct) assessment. The selection process will be guided by the employment equity targets of the department. By applying, candidates consent to the Western Cape Government contacting previous employers or managers for employment references, which will include enquiries about disciplinary records and reasons for leaving. This is a demanding but rewarding role for a highly organised and discreet professional seeking to contribute to the effective functioning of a provincial government department.