Requirements :

• Matric plus National Diploma in Office Management/ Public Management/ Administration or Secretarial at NQF Level 6 as recognized by SAQA.
• A minimum of 3-5 years’ experience in rendering support services to senior management.
• The candidate should have good Communication skills; Time management skills; Organising skills; Computer skills and Organising & Planning skills.

Duties :

• Provide a secretarial support services. Receives telephone calls. Utilizes discretion to decide whether to accept/decline or refer to other employees request for meetings. Compile realistic schedules of appointments. Renders administration support services. Ensure the effective flow of information and documents to and from the office.
• Ensure the safekeeping of all documentation in the office in line with relevant legislation and policies. Obtain inputs, collates, and compiles reports. Responds to enquire received from internal and external stakeholders. Drafts documents as required. Clarifies instructions and notes on notes behalf of the Chief Director. Ensures that travel arrangements are well coordinated. Prioritise issues in the office of the Chief Director.
• Obtain the necessary signatures on documents like procurement advises and monthly salary reports. Provides support to Chief Director regarding meetings. Scrutinizes documents to determine actions/ information / other documents required for meetings. Records minutes/ decisions and communications to relevant role players, follow-up on progress made.
• Prepare briefing notes as required. Coordinates logistical arrangements for meetings when required. Support the Chief Director with the administration of budget. Collects and coordinates all the documents that relate to the budget of Chief Director. Assists Chief Director in determining funding requirements for purpose of MTEF submissions.
• Check and correlates BAS reports to ensure that expenditure is allocated correctly. Compares the MTEFF allocation with the requested budget and informs the manager of changes. Studies the relevant Public Service and departmental prescript/ policies and other documents. Remains up to date with regard to the prescript/ policies and efficient and effective support to the Chief Director.