PERSONAL ASSISTANT: HOD’S OFFICE

Reference Number: REF: DOCS: 01/06/2026

Department: Community Safety

Job Type: Permanent

Directorate: HEAD OF DEPARTMENT

Chief Directorate: HEAD OF DEPARTMENT

Programme: PROGRAMME 1

Salary Level: 7

Remuneration: R 388 106 - PER ANNUM

Location: HEAD OFFICE- BHISHO

Closing Date: Friday, July 10, 2026

Job Description

Excellent
proficiency in Microsoft Office suite and computer literacy at advanced level. Good office management skills and knowledge of
administrative procedures. Sound organizational skills. Good people skills.
High level of reliability. Ability to act with tact and discretion. Ability to
analyse documents.
Communication: verbal and written, Interpersonal and Conflict resolution. 

Requirements

National Senior Certificate and appropriate national Diploma (NQF Level 6) as
recognised by SAQA in Public Admin or Management/ Office Management/
Secretarial Diploma qualification. A minimum of 1-2 years of relevant experience in
rendering administrative support to senior management. A valid south African
driver’s licence. 

Duties

Act as the first point of contact for HOD and maintain the
effective working of the office. Provide administrative
secretarial/receptionist support service to HOD. Manage diaries by scheduling,
prioritizing and managing appointments, travel arrangements and preparations for meetings. Provide the
secretariat services in the HOD’s Office. Screening phone calls, inquiries and
requests, and handling them when appropriate. Manage correspondence, track
incoming and outgoing correspondence and ensure replies are produced within the
required timeframe. Scrutinise
routine submissions / reports and make notes and/or recommendations for the
HOD; respond to enquiries received from internal and external stakeholders;
draft documents as required. Establish and maintain a document management and tracking system.
Ensure the safekeeping of all documentation in the office of HOD. Record minutes/decisions and communicate to
relevant role-players, following up on progress made. Monitor the HOD’s Office Budget, keeping record of expenditure commitments,
monitoring expenditure, and alerting the manager of possible over- and
underspending; checking and correlating BAS reports to ensure that expenditure
is allocated correctly. Provide support to other members of the Branch as necessary. Maintain
systems and procedures to support the efficient running of the office. Maintain
the highest level of confidentiality and adherence to policies and procedures.

More Information

Applications must be submitted on a duly completed New Z83 form (effective from 01 January 2021), e-Recruitment System automatically generates Z83 immediately you press apply and generate Z83. Applicants are not required to submit copies of qualifications and other relevant documents upon application but must submit a fully completed Z83 form and

detailed Curriculum Vitae. NB: Z83 in the e-recruitment system is currently not signable; so, applicants who submitted applications via the e-recruitment system will not be disqualified for an unsigned Z83 instead will be requested to sign on/or before the interview day. View the list of the positions you applied for on “My Job Applications” and do note that the system Z83 does not reflect work experience and qualifications, however, every detail of your information does reflect to the Recruitment team. Shortlisted candidates will be required to submit certified copies of qualifications, and other relevant documents (like a copy of Permanent Resident Permit for Non-RSA Citizens/Permanent Resident Permit Holders to HR on or before the interview date. Failure to submit all the required documents will disqualify the application. Correspondence will be limited to short-listed candidates only. If you have not been contacted within six (6) months after the closing date of this advertisement, please accept that your application was unsuccessful. Selected candidates will be subjected to a personnel suitability check (criminal record check, citizenship verification, financial/asset record check, qualification/ study verification and previous employment verification). All shortlisted candidates, including the SMS shall undertake two pre-entry assessments. One will be a practical exercise to determine a candidate’s suitability based on the post’s technical and generic requirements, and the other must be an integrity (ethical conduct) assessment. All shortlisted candidates for SMS posts will be subjected to a technical exercise and interview. Following the technical exercise and interview, a maximum of three (3) SMS candidates will undergo psychometric assessments to assess cognitive capabilities, behavioural preferences, emotional intelligence, and integrity. Successful candidates will be appointed on a probation period of twelve 12/24 months. It is the objective to address the Employment Equity Affirmative Action Measures in line with the Employment Equity Plan and to achieve equitable representation across race and gender. The EE targets of the recruiting Department will be adhered to although the applications are welcome from all racial groups. The Recruiting Department reserves the right to amend/ review/ withdraw the advertised posts if by so doing, the best interest of the department will be well served. (Females and People with Disabilities are also requested to apply and indicate such in their applications). Misrepresentation in the application documents will result in automatic disqualification and disciplinary action in the event the candidate has already been appointed. SMS pre-entry certificate (Nyukela) must be submitted prior appointment. Full details can be sourced by following the link: https://www.thensg.gov.za/training-course/sms-pre-entry-programme.