ADMINISTRATIVE ASSISTANT: REGIONAL SDI KZN

An appropriate Diploma (NQF Level 6) in office management, secretarial or related qualification. A minimum of three (3) years’ work experience in rendering administrative and secretarial support. The ideal candidate should have good telephone etiquette, be computer literate, be able to do research and do analysis of documents and situations. The ideal candidate should be conversant with the public service delivery and management issues. Development Act, Skills Development Levies Act, National Skills Development Strategy. Treasury Regulations and working knowledge of the Public Finance Management Act, South African Qualification Authority Act, National Qualification Framework (NQF). The individual should have basic knowledge of financial administration. Language skills, and written and verbal communication skills, Organization and Prioritization Skills. Good people skills, Reliable, Tact and discretion, well- groomed and self- motivated. Confidentiality Attention to detail, work well under pressure, Analytical, Be proactive, Excellent Communication and Minute-taking presentations. Special requirements: willing to work overtime, as and when needs arise or deemed necessary. Willing and able to assist in the office of other senior managers as and when arise or deemed necessary. Excellent communication, interpersonal and Computer literate, Microsoft office proficient. Strong administrative, organizational, and general office management. Time Management, Planning and Organizing, Ability to act with discretion. Neat and tidy in the work environment and on the personal appearance.

Provide a secretarial and administrative support service to the Manager. Arranging meetings, manage diary, logistical arrangements as required. Type letter, submissions, memorandums, reports, and open mail (performs advanced typing work). Answering and screening all calls, directing, or attending to those not required to be attended to by the Manager. Check in/out- tray on daily basis and make sure the Manager attends to urgent issues. Tracking of Submissions/Memorandums routed from/via the manager’s office. Render a general secretarial and office auxiliary service that includes arranging air, rail and road bookings and accommodation for the Manager. Provides Support to the Manager with the administration of the Manager’s Budget. Provides support to the manager regarding meetings. Monitor resolutions taken at management meetings and inform the manager on progress made. Operates and ensures that office equipment, e.g. Fax Machines and photocopiers are om good working order. Records the engagements of the Senior Manager. Coordinates with and sensitizes/advises the Senior Manager regarding meetings engagements. Compiles realistic schedules of appointments, Ensures the effective flow of information and documents to and from the office of the Senior Managers. Ensures the safekeeping of all documentation in the office of the Senior Manager in line with relevant legislation and policies. Obtain inputs, collates, and compiles reports, e.g. Progress reports/Monthly Reports/ Managements Reports. Scrutinize routine submissions/reports and make notes and or recommendations for the Director. Responds to enquiries received from internal and external stakeholders. Draft documents as required. Does filling of documents for the Senior Manager and the unit where required. Collects, analyses and collates information requested by the Manager. Clarifies notes and instructions on behalf of the Manager. Ensures the travel arrangements are well coordinated. Prioritizes issues in the office of the Manager. Manages the attendance, leave register and telephone accounts for the unit. Handles the procurements standard of items like stationery, refreshments etc. for activities for the Manager and the unit. Obtains the necessary signatures on documents like procurements advice and monthly salary reports. Provides support to the Manager regarding meetings. Scrutinizes documents to determine actions/information/other documents required for the meeting. Collect and compiles all necessary documents for the manager to inform him/her on the contents. Records munities/decisions and communicates them to relevant role-players, follows ups on progress made. Coordinates logistical arrangements for the meetings when required. Collects and coordinates all the documents that relate to the manager’s budget. Remains up to date with regard to the prescripts/policies and procedures applicable to his/her work terrain to ensure an efficient and effective support to the Senior Manager. Remains abreast with the procedures and processes that apply In the office of the Manager.

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