BRANCH: SKILLS DEVELOPMENT
COMPONENT: NATIONAL SKILLS FUND
SALARY: R 325 101 per annum (Level 7)
CENTRE: PRETORIA

REQUIREMENTS:

• 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.
• Skills 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.

SKILLS:

• 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.

DUTIES:

• 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.

ENQUIRIES: Mr D Moyane 012 943 3105 / Ms C Els 012 943 3250 / Ms B Setuki 012 943
3161