OFFICE ASSISTANT

POST 06/35 : OFFICE ASSISTANT REF NO: 3/2/1/2023/145
Office of the Chief Registrar of Deeds

SALARY : R269 214 per annum (Level 07)

CENTRE : Gauteng (Pretoria)

REQUIREMENTS : Applicants must be in possession of a Grade 12 Certificate and National
Diploma in Secretarial / Office Administration / Management. Minimum of 3 years’ experience in rendering a support service to senior management.
Relevant legislation / policies / prescripts and procedures. Telephone etiquette.
Basic knowledge on financial administration. Sound organisational skills.
Computer literacy (MS Office). Good interpersonal relations. High level of
reliability. Written communication skills. Language Skills. Ability to
communicate well with people at different levels and from different
backgrounds. Ability to do research and analyse documents and situations.
Ability to act with tact and discretion. Good grooming and presentation. Self-
management and motivation. Extended working hours. Classified Secrete
Security Clearance.

DUTIES : Provides a secretarial / 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 in good working order. Record the
engagements of the senior manager. Utilizes discretion to decide whether to
accept / decline or refer to other employees’ requests for meetings, based on
the assessed importance and urgency of the matter. Coordinates with and
sensitizes / advises the manager regarding engagements. Compiles realistic
schedules for appointments. Render administrative support service. Ensures
the effective flow of information and documents to and from the office of the
manager. Ensures the safe keeping of all documentation in the office of the
manager in line with relevant legislation and policies. Obtains inputs, collates
and compiles reports, e.g.: Progress reports, Monthly reports and Management
reports. Scrutinizes routine submissions / reports and make notes and / or
recommendations for the manager. Respond 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 procurement of standard
items like stationary, refreshments etc. for the activities of the manager and the
unit. Obtains the necessary signatures on documents like procurement advices
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. Coordinates logistical
arrangements for meetings when required. Supports the manager with the
administration for the managers 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
records for 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. 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. Remains
abreast with the procedures and processes that apply in the office of the
manager.

ENQUIRIES : Mr L Rashango Tel No: (012) 338 7208

APPLICATIONS : Please ensure that you send your application to Private Bag x918, Pretoria,
0001 or Hand deliver it to the Office of the Chief Registrar of Deeds at 501
Rentmeester Building, Bosman Street, Pretoria, 0002 before the closing date
as no late applications will be considered.

NOTE : African, Coloured, Indian and White Males and African, Coloured and Indian
Females and Persons with disabilities are encouraged to apply

CLOSING DATE : 03 March 2023 at 16:00

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