Personal Assistant (X2 Posts)
Position Details
- Job Title: Personal Assistant
- Number of Posts: 2
- Salary: R338 106 per annum
- Benefits:
- 13th Cheque
- Housing Allowance
- Medical Aid (Optional, subject to prescribed requirements)
Centres and Reference Numbers
- Corporate Office: Chief Financial Officer – Ref No: H/P/20/2026
- Corporate Office: Chief Director: Financial Management – Ref No: H/P/21/2026
Location: Bloemfontein
Job Purpose
The Personal Assistant provides comprehensive secretarial, administrative, and executive support to senior management. The role is responsible for managing schedules, coordinating meetings, handling correspondence, maintaining records, preparing reports, managing travel arrangements, and ensuring the smooth operation of the executive office.
The successful candidate will serve as a key support professional, enabling senior managers to focus on strategic and operational responsibilities by ensuring efficient office administration and communication management.
Minimum Requirements
Educational Qualifications
- Senior Certificate (Grade 12).
- Secretarial Diploma or Office Management qualification at NQF Level 6, recognized by South African Qualifications Authority.
Experience
- Minimum 3 years’ experience providing secretarial or executive support services to senior management.
Knowledge Requirements
Candidates should have knowledge of:
- Executive office administration.
- Secretarial and office management practices.
- Records and document management.
- Public sector administrative procedures.
- Meeting administration and minute-taking.
- Travel and logistics coordination.
- Financial administration processes.
- Budget monitoring procedures.
- Government policies, procedures, and prescripts applicable to executive support functions.
Required Skills and Competencies
Administrative Skills
- Advanced administrative skills.
- Executive diary management.
- Records management.
- Document control.
- Filing systems management.
- Report compilation.
- Meeting coordination.
Computer Skills
- Microsoft Word.
- Microsoft Excel.
- Microsoft Outlook.
- PowerPoint.
- Electronic document management systems.
- Office equipment operation.
Communication Skills
- Excellent verbal communication.
- Professional written communication.
- Telephone etiquette.
- Stakeholder engagement.
- Minute-taking and report writing.
Personal Competencies
- Strong organizational skills.
- Attention to detail.
- High level of reliability.
- Professionalism.
- Confidentiality and discretion.
- Self-management.
- Initiative and motivation.
- Time management.
- Ability to multitask.
- Good interpersonal skills.
- Professional grooming and presentation.
Key Duties and Responsibilities
1. Executive Secretarial Support
- Provide secretarial support to the Chief Financial Officer or Chief Director.
- Manage executive office administration functions.
- Perform advanced typing and document preparation.
- Draft routine correspondence and documents.
- Maintain executive records and documentation.
2. Diary and Appointment Management
- Record and manage the manager’s engagements and appointments.
- Coordinate meeting requests and scheduling.
- Assess meeting requests and prioritize according to urgency and importance.
- Advise management regarding appointments and commitments.
- Compile realistic and efficient schedules.
3. Communication Management
- Receive and screen telephone calls.
- Direct calls appropriately and resolve routine enquiries.
- Respond to internal and external stakeholder enquiries.
- Ensure effective communication flow within and outside the office.
- Manage incoming and outgoing correspondence.
4. Document and Information Management
- Ensure the effective flow of information and documentation.
- Safeguard confidential documents and records.
- Maintain filing systems and document registers.
- Retrieve documents and records when required.
- Ensure compliance with relevant legislation and policies regarding document management.
5. Meeting Administration
- Coordinate meeting arrangements and logistics.
- Prepare agendas and meeting documentation.
- Scrutinize documents before meetings.
- Compile briefing documents for management.
- Record meeting minutes and decisions.
- Distribute minutes and action items.
- Follow up on implementation of decisions and action plans.
6. Report Compilation and Administrative Coordination
- Obtain information from relevant units.
- Compile progress reports.
- Prepare monthly reports.
- Assist with management reporting requirements.
- Review routine submissions and provide recommendations where appropriate.
- Consolidate information for executive review.
7. Travel and Logistics Coordination
- Arrange official travel bookings.
- Coordinate accommodation and transport arrangements.
- Prepare travel documentation.
- Ensure travel plans are efficiently managed and communicated.
8. Budget and Financial Administration Support
- Coordinate documents relating to the manager’s budget.
- Monitor expenditure reports.
- Check and reconcile BAS reports.
- Verify that expenditure allocations are correctly recorded.
- Compare MTEF allocations with budget submissions.
- Inform management of budgetary changes and variances.
9. Office Administration
- Ensure office equipment is operational and maintained.
- Coordinate administrative support activities.
- Manage office supplies and resources where necessary.
- Maintain efficient office procedures and systems.
- Remain informed regarding departmental policies and procedures.
Key Performance Areas (KPAs)
The successful candidate will be assessed on:
- Effective diary and schedule management.
- Quality of executive support services.
- Accuracy of reports and documentation.
- Timely communication and correspondence management.
- Efficient meeting coordination and minute-taking.
- Proper records management and filing.
- Accuracy of budget-related administrative support.
- Professional stakeholder interaction.
- Compliance with administrative policies and procedures.
Ideal Candidate Profile
The ideal candidate should:
- Be highly organized and capable of managing multiple priorities.
- Have experience supporting senior executives.
- Demonstrate professionalism and discretion.
- Be comfortable working with confidential information.
- Possess strong communication and interpersonal skills.
- Work independently with minimal supervision.
- Have excellent planning and coordination abilities.
- Maintain a high standard of accuracy and attention to detail.
Career Development Opportunities
This role can provide valuable experience and advancement opportunities in:
- Executive Administration
- Office Management
- Executive Assistant Roles
- Public Administration
- Corporate Services Management
- Administrative Management
- Governance and Executive Support
- Financial Administration Support
Suitable Qualifications
Candidates with qualifications in the following fields are particularly suitable:
- Office Management and Technology
- Management Assistant
- Executive Secretarial Studies
- Office Administration
- Public Administration
- Business Administration
- Administrative Management
- Public Management