PERSONAL ASSISTANT: OPERATIONAL MANAGEMENT SUPPORT

This position offers an opportunity to serve as a Personal Assistant for Operational Management Support within the Department of Social Development in the Western Cape Government. The role is central to ensuring that a manager within the department receives efficient, professional secretarial and administrative assistance, enabling the broader operational management function to run smoothly. As a Personal Assistant, you will act as the first point of contact, manage correspondence, and provide the organisational backbone that allows management to focus on strategic and operational priorities. The post is graded at a recognised public service level and forms part of the department’s broader support structure, contributing directly to the effective delivery of social development services in the province.

To be considered for this role, candidates must hold a Grade 12 certificate or equivalent, supplemented by 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 practical experience in rendering secretarial or administrative support services to management or senior management is required. The role demands a broad and current knowledge base, including an understanding of legislation, regulatory frameworks, policies, and best practices relevant to the line function. Familiarity with information systems used for knowledge management, project management, operational management practices, procurement and tendering processes, and policy development is also essential. The successful candidate will need to be well-versed in public service procedures, modern governance systems, and the constitutional and legal arrangements governing the South African public sector. Knowledge of public finance, human resources, and discourse management processes, as well as the Public Finance Management Act, National and Provincial Treasury Regulations, and related financial prescripts, is expected. An awareness of regional and local political, economic, and social affairs impacting the Western Cape provincial government, along with the functioning of sister departments, will help the incumbent navigate the environment effectively. Strong numeracy, computer literacy, and language skills are essential competencies for performing the duties at the required standard.

The main duties of the Personal Assistant include providing a comprehensive secretarial and receptionist support service to the manager, which involves managing incoming and outgoing communications, handling enquiries, and maintaining professional office etiquette. You will also render administrative support services, which may include drafting documents, managing files, coordinating correspondence, and ensuring that administrative processes are followed correctly. Supporting the manager with meetings is another key responsibility, encompassing scheduling, preparing agendas, 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 compliance with relevant financial policies. A significant part of the role involves studying the relevant Public Service and departmental prescripts, policies, and other documents to ensure that their application is fully understood and correctly implemented in daily operations.

Shortlisted candidates should note that the selection process includes interviews, the submission of duly completed vetting and supporting documentation, and two pre-entry assessments: one practical exercise testing technical and generic suitability for the post, and one integrity assessment focusing on ethical conduct. The department’s employment equity targets will guide the selection process, and by applying, candidates consent to the Western Cape Government contacting previous employers for reference checks, including enquiries about disciplinary records and reasons for leaving. This is a demanding but rewarding position for a detail-oriented professional who thrives in a structured public service environment and is committed to supporting management excellence.