Senior Admin Assistant

Tasiso Consulting (Pty) Ltd

PURPOSE OF THE POST

To provide secretarial and office administration services to the Chief Director.


 1. Diary management and correspondences

Activities
a)Screen appointments before scheduling them in a professional and courteous manner

Result indicators
a)Well managed diary

2. Events and meetings management

Activities
a)Arrange and coordinate meetings, workshop, seminars and other similar events(as an when required)
b)Notify relevant people of events scheduled by the Chief Directorate
c)Notify people of changes to appointments or meetings diplomatically
d)Make logistical arrangements as required (including procurement processes)
e)Assist with procurement and payment processing as required
f)Take minutes of meetings as required

Result indicators
a)Well arranged events
b)Invitations sent as required
c)Changes communicated diplomatically
d)Venue, transport and other logistical arrangements efficiently done
e)Procurement and payment made
f)Minutes of the meeting, events, etc. captured properly

3.Document and information management

Activities 
a)Capture and file all incoming and outgoing documents and information into manageable and retrievable systems (electronically and manually)
b)Retain confidential records securely
c)Organize incoming mails and draft courtesy replies to correspondence which requires a standard response

Result Indicators 
a)Documents and Information properly managed
b)Confidential records secured
c)Courtesy replies drafted

4.Documents compilation and formatting
Activities
a)Draft, edit and format documents including schedules, graphs, presentations, etc. using appropriate computer software
b)Maintain templates of standard documents in use in the department, including presentation formats

Results Indicators
a)Documents drafted, edited and formatted as outlined
b)Compliance to department standard document template

5.Office management
Activities 
a)Order office supplies as needed
b)Ensure that office equipment for Chief Directorate is operational and notify the appropriate person timeously when something is not working
c)Maintain an inventory of office equipment’s for the Chief Directorate and liaise with necessary personnel for maintenance and replacements
d)Keep an up to date list of contact numbers for the Chief Directorate

Results Indicators
a)Office supplies available at all times
b)Office equipment operational
c)Inventory maintained and equipment’s maintained or replaced as required
d)Updated list of contact numbers

6.Monitoring and reporting
Activities
a)Expenditure monitoring for the Chief Directorate
b)Chief Directorate performance and reports

Results Indicators
a)Reconciled and reported expenditure and projection
b)Reports on sub-Programme performance

COMPETENCY REQUIREMENTS
1.Knowledge
• Basic understanding of Departmental polices
• Clear understanding of office administration activities and processes
• Knowledge of the PFMA
• Knowledge of Public Service Regulations

2.Skills
• Good computer skills (MS Word, Excel, PowerPoint, internet and email)
• Listening
• Report writing skill
• Communication
• Administration
• Organizing
• Etiquette

3.Personal attributes
• Ability to interact with people
• Good Interpersonal Skills
• Initiative
• Ability to work with and in teams
• Ability to multi task

4.Experience

  • Minimum of 2 years working experience in administration

CUSTOMER PROFILE
DST Employees
Service Providers
General Public

LEARNING INDICATORS/QUALIFICATIONS
A registered three years National Diploma or Degree.



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