Services SETA: Vacancy Personal Assistant in Corporate Services
SERVICES SETA ADVERT
The Services Sector Education and Training Authority (SSETA), a statutory body established in terms of the Skills Development Act, 1998 (Act 97 of 1998), invites applications for the positions hereunder:
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Job Title
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PERSONAL ASSISTANT
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Total Cost to Company
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R187 487 – R392 185 PER ANNUM
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Job Grade
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C LOWER
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Division/Department
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CORPORATE SERVICES
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Geographic Location
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HEAD OFFICE or AS PER DEPLOYMENT AT THE DISCRETION OF THE ORGANISATION
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Minimum Educational Qualifications
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- A Matric and 2 year National diploma or in administration/ Secretarial qualification or equivalent
- At least 2 years’ experience of which 1 year must be as a Personal Assistant at Executive Management level
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Knowledge & Skills
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- Project administration
- Knowledge for general administration
- Diary management
- Computer Literacy
- Knowledge of business writing
- Budget and cost control
- Records keeping and management
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Job Purpose
The Personal Assistant is responsible to assist and support the Executive Manager. This includes managing, supporting and assisting the Executive Manager with diary management, office management and co-ordination as well as the execution of various administrative functions such as gathering information, compiling reports, typing, filing, etc. Further to this, the incumbent must ensure co-ordination of various external service providers such as travel agencies and internal departments; such as procurement. The incumbent will also support the Executive Manager by ensuring that all information (reports, agenda’s, minutes, etc.) is available when meetings are attended. The incumbent is also responsible to ensure that all visitors to the Executive Manager’s office are received in a professional manner.
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Management of administrative processes in the office
- Ensure the management and co-ordination within the Executive Manager’s office
- Develop and maintain a filing system
- Filing of all documentation
- Maintain a professional image and climate.
- Shred and keep information in own area of work confidential
- Receiving and sending of faxes as well as making of copies
- Deliver important documents to other SSETA offices
- Support the Executive Manager with all office administration tasks
- Screening of all visits to the office
- Assist with special projects
- Assist with research requirements for the Executive Manager
- Make all travel arrangements for the Executive Manager
- Hold meetings and regular liaison with travel service providers
- Ensure that travel arrangements from travel service providers are followed
- Ensure the existence of a proper documentation control system in the Office
- Handle, scrutinise, re-route and answer all incoming correspondence (mail and e-mail) by pro-active actions and decision-making regarding
- Type memo’s, letters and reports (Dictaphone and copy) for Executive Management members
- Follow-up of correspondence
- Dispatch of internal correspondence within the office
- Compile month end, quarterly and year-end reports
- Designing of documents and templates
- Edit and proofreading of all documents
- Taking, compiling, and typing of minutes and agenda’s
- Ensure the correct interpretation of all decisions taken during meetings
- Correspond and communicate verbally with High Profile clients
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Diary Management
- Ensure interaction between CEO, Executive Management members, staff, and external clients with regard to appointments
- Scheduling of meetings and other appointments
- Receiving of clients and guests
- Arrange functions for the Office
- Book venues, contact people to attend, arrange speakers, book accommodation, obtain and ensure the serving of refreshments
- Ensure that the Executive Manager adheres to all due-dates regarding important meetings
- Responsible for the keeping of a positive relationship with all clients
- Act as public relations officer for relevant own work area, especially when dealing with external clients
- Answering, scanning and re-routing of telephone calls - decide who should receive the call
- Answer Executive Managers’ calls and handle enquiries
- Ensure that the Executive Manager returns important telephone calls
- Liaison with all clients of Executive Manager and other
- Executive Management Members in the Organisation
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Financial Co-ordination and Asset management
- Arrange requisitions and order numbers for service providers
- Control invoices, obtain signature and arrange for payment
- Follow up of outstanding cheques
- Prepare necessary documents and motivations to SSETA’s Board
- Give own inputs for the compilation of the operational budget for the Office
- Adhere to all financial policies and procedures in the Office
- Order and control of stationery, furniture, office equipment for the office
- Arrange for maintenance of all machinery and other technologies on the Administrative floor
- Keep lists of all assets within own work area
- Report to Finance (assets section) in relation to all assets within own work area
- Ensure the control of all SSETA’s assets within own work area
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Achievement of the Office’s operational plans
- Contribute to the development of an annual business plan for the section
- Provide input into the budget and keep all spending within allocated budget limits
- Efficient execution of the annual plan related to the section
- Report to management on the activities of the Unit
- Implement continuous improvement initiatives in the section
- Ensure efficient use of resources in the Section
- Mitigate any risks in the section
- Monitor performance elements of annual plans related to the section
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Diary Management
- Ensure interaction between CEO, Executive Management members, staff, and external clients with regard to appointments
- Scheduling of meetings and other appointments
- Receiving of clients and guests
- Arrange functions for the Office
- Book venues, contact people to attend, arrange speakers, book accommodation, obtain and ensure the serving of refreshments
- Ensure that the Executive Manager adheres to all due-dates regarding important meetings
- Responsible for the keeping of a positive relationship with all clients
- Act as public relations officer for relevant own work area, especially when dealing with external clients
- Answering, scanning and re-routing of telephone calls - decide who should receive the call
- Answer Executive Managers’ calls and handle enquiries
- Ensure that the Executive Manager returns important telephone calls
- Liaison with all clients of Executive Manager and other
- Executive Management Members in the Organisation
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Financial Co-ordination and Asset management
- Arrange requisitions and order numbers for service providers
- Control invoices, obtain signature and arrange for payment
- Follow up of outstanding cheques
- Prepare necessary documents and motivations to SSETA’s Board
- Give own inputs for the compilation of the operational budget for the Office
- Adhere to all financial policies and procedures in the Office
- Order and control of stationery, furniture, office equipment for the office
- Arrange for maintenance of all machinery and other technologies on the Administrative floor
- Keep lists of all assets within own work area
- Report to Finance (assets section) in relation to all assets within own work area
- Ensure the control of all SSETA’s assets within own work area
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Achievement of the Office’s operational plans
- Contribute to the development of an annual business plan for the section
- Provide input into the budget and keep all spending within allocated budget limits
- Efficient execution of the annual plan related to the section
- Report to management on the activities of the Unit
- Implement continuous improvement initiatives in the section
- Ensure efficient use of resources in the Section
- Mitigate any risks in the section
- Monitor performance elements of annual plans related to the section
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Customer service and Divisional Optimization
- Maintain functional customer care support system in the section
- Oversee and monitor service delivery and customer satisfaction for the section
- Schedule activities according to Facilities Management requirements
- Provide work instructions and schedules to subordinates
- Design training schedules in line with performance management processes
- Supervise work conducted to ensure it is performed to the required standards and specifications
- Participate in required meetings
- Conduct and implement projects within own area and within requirements
- Control / check all information provided by subordinates
- Approve and sign all correspondence compiled by subordinates
- Monitor and track staff development needs
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Note:
- The closing date for all applications is 10 April 2015. Applications received after the closing date will not be considered.
- Shortlisted candidates must avail themselves for interviews at a time, date and place determined by the Services SETA.
For enquiries please phone Mr Nimrod Mashishi at 011 276 9766 between 08h00 and 16h00 weekdays.
The SSETA reserves the right not to make an appointment. If you do not hear from the SSETA within 14 days from the closing date, please consider your application unsuccessful.
Applications must be emailed to [email protected]. No hand delivered or faxed emails will be accepted.
