PERSONAL ASSISTANT – R294 321 per annum

REF NO: GPW 23/79 (X3 POSTS)

GOVERNMENT PRINTING WORKS

APPLICATIONS : All applications must be forwarded to: The Branch: Human Resources,
Government Printing Works, Private Bag X85, Pretoria, 0001 or be hand delivered
to: 149 Bosman Street, Pretoria.

FOR ATTENTION : Ms. L Pale / Ms. V Maja, Human Resources Tel No: (012) 764 3976 /012 764 3912

NOTE : Applications must be submitted on the prescribed form Z83 (NB. The new
application for employment form can be downloaded at www.dpsa.gov.za vacancies, the old prescribed application for employment form Z83 was withdrawn
with effect from 31 December 2020) and must be completed in full with page 2 duly
signed (failure to do so will result in your application not being considered), and
clear indication of the reference number on the Z83. The application must include
only completed and signed new Z83 Form, obtainable from any Public Service
Department or on the internet at www.gov.za, and a detailed Curriculum Vitae.
Certified copies of Identity Document, Senior Certificate and the highest required
qualification as well as a driver’s license where necessary, will only be submitted
by shortlisted candidates to HR on or before the day of the interview date. It is the
responsibility of applicants in possession of foreign qualifications to submit
evaluated results by the South African Qualifications Authority (SAQA). The
Government Printing Works reserves the right to fill or not fill its advertised posts.
General information. Applicants applying for SMS posts are required to
successfully complete the Nyukela Public Service Senior Management Leadership
Programme (submitted prior to finalisation of an appointment) as endorsed by the
National School of Government available as an online course on
https://www.thensg.gov.za/training-course/sms-pre-entry-programme/. Applicants
are expected to pay for the course and may enrol for it at a cost of R265.00. The
duration of the course is 120 hours. Shortlisted candidates for SMS posts will be
subjected to a technical exercise, which intends to test relevant technical elements
of the jobs by the Government Printing Works. Following the interview and the
technical exercise, the Selection panel will recommend candidates to attend a
generic management competency assessment (in compliance with the DPSA
Directive on the Implementation of Competency-based assessments). The
competency assessment will be testing generic managerial competencies, using
the mandated DPSA SMS competency assessment tools. Personnel suitability
checks will also be administered as a part of the selection process. Successful
candidates will be required to enter in an employment contract and performance
agreement (as relevant) and must obtain a positive security clearance. Applications
received after the closing date as well as those who do not comply with the
requirements will not be taken into consideration. If you have not received a
response from this institution within three months of the closing date, please
consider your application unsuccessful.

SALARY : R294 321 per annum

CENTRE : Pretoria

REQUIREMENTS : National Diploma at NQF Level 6 as recognized by SAQA) in Office Administration/
Public Administration/ Public Management/ Office Management and Technology.
A minimum of one year experience in rendering secretarial, clerical, and
administrative support services to Senior Manager.

DUTIES : Provides a secretariat/ receptionist support service to the manager. Receives
telephone calls in an environment where, in addition to the calls for the senior
manager, discretion is required to decide to whom the call should be forwarded. In
the process the job incumbent should finalise some enquiries. Performs advanced
typing work. Operates and ensures that office equipment, e.g. fax machines and
photocopiers, are good working order. Records the engagements of the senior
manager. Utilises discretion to decide whether to accept/decline or refer to other
employee’s requests for meetings, based on the assessed importance and urgency
of the matter. Coordinates with and sensitises/advice the manager regarding
engagements; and compiles realistic schedules of appointments. Renders
administrative support services. Ensures the effective flow of information and
documents to and from the office of the manager. Ensures the safekeeping of all
documentation in the office of the manager in line with relevant legislation and
policies. Obtains inputs, collates and compiles reports. Progress reports; Monthly
reports; Management reports. Scrutinizes routine submissions/reports and make
notes and/or recommendations for the manager. Responds to enquiries received
from internal and external stakeholders. Drafts documents as required. Does filling
of documents for the manager and the unit where required. Collects, analyses and
collates information requested by the manager. Clarifies instructions and notes on
behalf of the manager. Ensures that travel arrangements are well coordinated.
Prioritizes issues in the office of the manager. Manages the leave register and
telephone accounts for the unit. Handles the procurement of standard items like
stationery, refreshments etc for the activities of the manager and the unit; and obtains the necessary signatures on documents like procurement advice and
monthly salary reports. Provides support to manager regarding meetings.
Scrutinizes documents to determine actions/information/other documents required
for meetings. Collects and compiles all necessary documents for the manager to
inform him/her on the contents. Records minutes/decisions and communicates to
relevant role-players, follow-up on progress made. Prepares briefing notes for the
manager as required; and coordinates logistical arrangements for meetings when
required. Support the manager with the administration of the manager’s budget.
Collects and coordinates all the documents that relate to the manager’s budget.
Assists manager in determining funding requirements for purposes of MTEF
submissions. Keeps record of expenditure commitments, monitors expenditure and
alerts manager of possible over and under spending. Checks and correlates BAS
reports to ensure that expenditure is allocated correctly. Identifies the need to move
funds between items, consults with the manager and compiles draft memos for this
purpose; and compares the MTEF allocation with the requested budget and informs
the manager of changes. Studies the relevant Public Service and departmental
prescripts/policies and other documents and ensure that the application thereof is
understood properly. Remains up to date with regard to the prescripts/policies and
procedures applicable to his/her work terrain to ensure efficient and effective
support to the manager; and remains abreast with the procedures and processes
that apply in the office of the manager.

ENQUIRIES : Mr M Mahlangu Tel No: (012) 748 6317