Job Opportunity: Personal Assistant

Department: Northern Cape Provincial Treasury

Location: Kimberley, Northern Cape

Job Type: Full-Time

About the Role

The Northern Cape Provincial Treasury is seeking a professional Personal Assistant to support the Head of Department (HOD). The primary goal of this role is to ensure efficient service delivery and help the department manage provincial resources effectively, aligning strategic plans with provincial growth goals.

Job Overview

• Qualification: Higher National Certificate (NQF 6) in Secretarial Studies, Office Management, or a related field.
• Experience: 2 to 3 years of experience in a secretarial or administrative role.
• Field: Administration and Secretarial Services.

Key Responsibilities

1. Office and Reception Support

• Manage the HOD’s phone calls and assist with inquiries.
• Perform professional typing and document preparation.
• Ensure all office equipment, such as printers and scanners, are working correctly.
• Manage the HOD’s calendar, using discretion to prioritize or decline meeting requests.

2. Administrative and Document Management

• Manage the flow of information and documents coming into and leaving the office.
• Ensure all records are stored safely according to official policies.
• Draft letters, memos, and reports as requested.
• Review incoming reports and prepare summary notes or recommendations for the HOD.

3. Logistics and Operations

• Coordinate all travel arrangements and itineraries.
• Manage the staff leave register and office telephone accounts.
• Handle the procurement of office supplies, stationery, and refreshments.
• Ensure all necessary documents are signed by the relevant authorities.

4. Meeting Support

• Prepare briefing notes and gather all necessary documents before meetings.
• Record minutes and decisions during meetings and follow up on progress afterwards.
• Organize the logistical needs for various departmental meetings.

5. Budget Administration

• Assist the HOD in tracking the unit’s budget and preparing financial submissions.
• Monitor spending to prevent over-expenditure and ensure costs are recorded correctly in the financial system (BAS).
• Identify when funds need to be moved between budget items and prepare the necessary paperwork.

6. Policy Compliance

• Stay updated on Public Service policies and departmental rules.
• Ensure all office procedures follow the latest government regulations.

Requirements

• An NQF 6 qualification in Secretarial Studies, Office Management, or an equivalent field.
• Proven experience of at least 2 years in a similar administrative or secretarial position.
• Strong organizational skills and the ability to handle confidential information.

Method of Application

Interested and qualified candidates should submit their applications through the official DPSA website under the Northern Cape Provincial Treasury section.