NORTHERN CAPE PROVINCIAL ADMINISTRATION
DEPARTMENT OF ECONOMIC DEVELOPMENT & TOURISM
Post: Secretary to Executive Manager: Economic Planning (Level 5)
Reference no: 970013/80095/01
Centre: Kimberley
Programme: Economic Planning
Salary: Basic Salary of 94 575.00 per annum
The successful candidate will be required to sign a performance agreement
REQUIREMENTS: Grade 12 with typing as a subject or any training/qualification that will enable the person to perform the work satisfactorily.
SKILLS AND COMPETENCIES:
It is essential for the applicant to have the following skills and competencies:
- Language skills and the ability to communicate well with people at different levels and from different backgrounds.
- Good telephone etiquette.
- Computer literacy.
- Sound organizational skills.
- Good people skills.
- High level of reliability.
- Basic written communication skills.
- Ability to act with tact and discretion.
- Good grooming and presentation.
JOB PURPOSE: To render a secretarial support service to the Executive Manager: Economic Planning.
JOB FUNCTIONS:
1. Provides a secretarial/receptionist support service to the manager. This will, inter alia, entail the following:
- Receives telephone calls and refers the calls to the correct role players if not meant for the relevant manager.
- Records appointments and events in the diary of the manager.
- Types documents for the manager and other staff within the unit on a word processor.
- Operates office equipment like fax machines and photocopiers.
2. Provides a clerical support service to the manager. This will entail, inter alia, the following:
- Liaises with travel agencies to make travel arrangements. Checks the arrangements when the relevant documents are received.
- Arranges meetings and events for the manager and the staff in the unit. Identifies venues, invites role players, organizes refreshments and sets up schedules for meetings and events.
- Processes the travel and subsistence claims for the unit.
- Processes all invoices that emanate from the activities of the work of the manager.
- Records basic minutes of the meetings of the manager where required.
- Drafts routine correspondence and reports.
- Does filing of documents for the manager and the unit where required.
- Administers matters like the leave registers and telephone accounts.
- Receives records and distributes all incoming and outgoing documents.
- Handles the procurement of standard items like stationary, refreshments etc.
- Collects all relevant documents to enable the manager to prepare for meetings.
3. Remains up to date with regard to prescripts/ policies and procedures applicable to her/his work terrain to ensure efficient and effective support to the manager. This would, inter alia, entail the following:
- Studies the relevant Public Service and departmental prescripts/policies and other documents to ensure that the application thereof is understood properly.
- Remains abreast with the procedures and processes that apply in the office of the manager.
Please note:
Successful candidates will be subjected to security clearance.
Women and people with disabilities are encouraged to apply.
The Northern Cape Provincial Administration is an equal opportunity, affirmative action employer.
Applications must be submitted on form Z83, obtainable from any public service department and should be accompanied by certified copies of qualifications and a comprehensive CV.
It is the applicant’s responsibility to have foreign qualifications evaluated by the South African Qualifications Authority (SAQA).
Correspondence will be limited to successful candidates only. If you have not been contacted within 3 months after the closing date of this advertisement, please accept that your application was unsuccessful.
Forward your application, stating the relevant reference number, to the attention of Ms. M.S. Thomas
Head of Department
Private Bag X6108
Kimberley
8300
or,
Hand deliver to:
12 floor
Corner of Knight and Stead Street
Metlife Towers Building
Kimberley
8301
Enquiries can be directed to Mr. S. Mabilio at 053-8394864.
Closing Date: 21 April 2011
NB! No faxed or e-mailed applications will be accepted.
“NORTHERN CAPE REAL” Nike