The Department of Public Service and Administration (DPSA) is on the lookout for a dedicated and highly organized Personal Assistant to support the Director-General. This role is not just about providing administrative assistance; it’s about being part of a team that values inclusivity, diversity, and excellence in public service.
Personal Assistant Job Overview
- Position: Personal Assistant to the Director-General
- Reference Number: DPSA 04/2024
- Salary: R308,154 per annum (Level 7). Annual progression up to a maximum salary of R362,994 per annum is possible, subject to satisfactory performance.
- Location: Pretoria
- Closing Date: 05 August 2024
Personal Assistant Job Description
The Personal Assistant will support the Director-General in various administrative functions to ensure the smooth operation of the office. Key responsibilities include:
- Diary Management: Organize and prioritize the Director-General’s meetings and appointments, ensuring timely notifications and preparation of relevant documents.
- Correspondence Management: Handle incoming and outgoing correspondence, maintaining confidentiality and efficiency.
- Filing and Document Management: Establish and maintain a systematic filing and document management system.
- Follow-ups: Undertake follow-ups on issues raised by the Director-General to both internal and external stakeholders.
- Document Summaries: Draft summaries for documents submitted to the Director-General.
- Travel Coordination: Arrange local and international travel and accommodation, and prepare subsistence and travel claims.
- Additional Duties: Perform other duties as requested by the Director-General.
Requirements
To qualify for the Personal Assistant role, applicants must meet the following requirements:
- Education: A Senior Certificate and a Diploma in Office Management, Office Administration, or Business Administration at a minimum of NQF level 5 as recognized by SAQA.
- Experience: Minimum of 3 years’ experience in rendering support services to senior management or office administration in a similar environment.
Skills and Knowledge:
- Knowledge of the Public Service Regulations:
- Familiarity with the policies and procedures governing public service operations.
- Understanding of government protocols and hierarchical structures.
- Proficiency in Microsoft Office Suite:
- Advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook.
- Ability to create and manage databases, spreadsheets, and presentations.
- Proficient in using email and calendar management tools.
- Ability to Work Extra Hours as Required:
- Willingness to work beyond regular hours to meet deadlines or accommodate urgent tasks.
- Flexibility to handle sudden changes in schedules or priorities.
- Communication Skills:
- Excellent written and verbal communication skills.
- Ability to draft professional correspondence and reports.
- Strong interpersonal skills to interact effectively with internal and external stakeholders.
- Organizational Skills:
- Strong organizational abilities to manage multiple tasks efficiently.
- Attention to detail and accuracy in all administrative tasks.
- Capability to develop and maintain an effective filing system.
- Problem-Solving Skills:
- Ability to anticipate the needs of the Director-General and proactively address potential issues.
- Skills in identifying and implementing process improvements.
- Time Management:
- Expertise in managing time effectively to meet deadlines.
- Prioritization skills to handle competing tasks and ensure timely completion.
- Technical Skills:
- Competency in using office equipment such as printers, scanners, and fax machines.
- Basic troubleshooting skills for IT issues related to office software and hardware.
- Professionalism and Confidentiality:
- Maintain a high level of professionalism in all interactions.
- Ensure confidentiality and discretion in handling sensitive information.
- Adaptability and Resilience:
- Ability to adapt to changing environments and work under pressure.
- Resilience to handle the demands of a high-level administrative role.
- Team Collaboration:
- Ability to work collaboratively with other administrative staff and departments.
- Supportive attitude towards team goals and departmental objectives.
How to Apply
Interested applicants must address their applications to Mr. Thabang Ntsiko. Applications should be sent via post to:
- Department of Public Service and Administration,
Private Bag X916,
Pretoria, 0001
Alternatively, applications can be delivered to:
- 546 Edmond Street, Batho Pele House,
Cnr. Edmond and Hamilton Street,
Pretoria, Arcadia 0083
Email applications can be sent to: advertisement042024@dpsa.gov.za
Note: Applications must quote the relevant reference number and include a fully completed and signed NEW Z83 form,(Download Z83 Application Form) applications using the incorrect form will not be considered.
Additionally, include a recent comprehensive CV with contactable referees (telephone numbers and email addresses must be indicated).
Additional Information
Shortlisted candidates for the Personal Assistant position will undergo:
- A technical exercise.
- A generic managerial competency assessment.
- Personnel suitability checks, including criminal records, citizenship verification, financial records, and qualification verification.
Applicants may also be required to provide consent for access to their social media accounts. Correspondence will be limited to shortlisted candidates only. If you have not been contacted within three months of the closing date, please consider your application unsuccessful.
The successful candidate will enter into an employment contract and a performance agreement within three months of appointment, as well as complete a financial interests declaration form within one month of appointment and annually thereafter. The department reserves the right not to fill the post(s).
For inquiries, please contact Ms. Nokhuselo Maku at Tel No: (012) 336 1343.
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The Department of Public Service and Administration (DPSA) is dedicated to promoting representivity through its recruitment processes, ensuring a diverse and inclusive workforce. By prioritizing applicants from designated groups, particularly individuals with disabilities, the DPSA demonstrates its commitment to equality and representation.
