Purpose

To facilitate the smooth running of the Office of the Executive Director: Leadership and
Governance and the efficient implementation of administrative procedures.

Qualifications/Experience Required:

• Matric.
• Secretarial or Office Administration Diploma
• 2 – 5 years’ experience as a Senior Administrative Secretary or Executive
• PA/Assistant or in-depth Administrative experience
• Good typing skills at 80 words per minute, with a high degree of accuracy.
• Knowledge and exposure to parliamentary/legislature will be an added advantage

Key Performance Areas

General Administrative Duties

• Provide administrative support and back-up to the Office, including: Screening all incoming calls to determine the nature of the call, refer to the appropriate person/department or answer first line queries (operational process/routine queries). Receiving and dispatching mail in the Executive Director: Leadership and Governance’s Office.
• Ordering stationery and other Office requirements.
• Draw “tea stock” when needed and prepare tea for meeting of the Executive Director: Leadership and Governance or arrange with the Catering Assistants for tea at larger gatherings
• . Liaise with the Security Unit regarding parking and access arrangements for visitors

Secretarial Duties

• Manage telephone calls on behalf of the Executive Director
• Organise the diary of the Executive Director
• Handle general correspondence and typing for the Executive Director,
• Develop a filing system for the office of the Executive Director, which meets the
• requirements of existing procedures and file all relevant documentation for the
Executive Director
• Take and prepare minutes at various meetings led or organised by the Executive
Director and follow up on all action items arising from such meetings
• Write reports as and when required to do so
• Coordinate travel arrangements for the Executive Director
• Coordinate all logistical arrangements for meetings
• Prepare agendas for all meetings chaired by the Executive Director.

Other Duties

• Assist the Executive Director in various administrative and secretarial tasks that might arise from time to time.
• May be required to assist the Executive Director in obtaining information for research purposes.

Competencies

• Planning and Organising
• Flexibility
• Goal Oriented
• Proactive
• Teamwork and co-operation
• Customer Service Excellence
• Attention to detail
• Ability to work under pressure

Knowledge and Skills:

• Computer literate
• Administration/Clerical Skills
• Excellent verbal and written English communication skills
• Interpersonal Skills
• Good understanding of the Gauteng Provincial Legislature

If you do not receive any response from us within 6 weeks of closing date,
please consider your application as unsuccessful.

CLOSING DATE: 30 AUGUST 2016