Personal Assistant

CIVILIAN SECRETARIAT FOR POLICE
REF NO: CSP/07/2018
SALARY : R242 475 per annum (Level 07)
CENTRE : Pretoria
CLOSING DATE : 13 July 2018

REQUIREMENTS :
Appropriate Secretarial Diploma or equivalent qualification.
3-experience in rendering support to Senior Management.
Knowledge of the relevant legislation/ policies/ prescripts and procedures in the public services.
Computer competency (MS Word, Excel, Outlook, PowerPoint and emails).
Job related skills: Communication skills (Written and Verbal), Facilitation skills and Report writing skills.
Problem solving and decision making.
Interpersonal relations, Professional telephone manner, Organisational skills and ability to multitask.
Service delivery and client orientation, time management and ability to work long hours.
Confidentiality and high level reliability, Confident and independent.
Integrity and honesty.
Ability to work under pressure and to tight deadlines.
Document analysis, Planning and Organising.
Ability to act with tact and discretion.

DUTIES :
Provide administrative and secretarial support: Ensure the effective flow of information and document to and from the office of the Chief Director, Ensure safekeeping of all documentation in the office of the Chief Director, Scrutinize routine submissions/ reports and make notes and /or recommendations for the Chief Director.
Ensure that travel arrangements are well coordinated, Schedule and manage appointments.
Prepare correspondence and other information as requested.
Coordinate and administer leave register and telephone accounts for the Unit.
Provide logistical support services: Record minutes/ decisions and communicate to relevant role players, Prepare briefing notes for the Chief Director, Coordinate Logistical arrangements for meeting when required.
Process and submit subsistence and travel claims.
Administer the demand management plan of the Chief Directorate, Compile draft letters and submissions as requested.
Administer the budget of the office of the Chief 11 Directorate: Collect and coordinate all documents in relation to the budget of the Unit, Keeps record of expenditure commitments.
Monitor expenditure and alert the Chief Director of possible over and under spending, Keep a record of expenditure and other financial commitments for the Chief Directorate.
Check and verify financial reports in support of the Chief Directorate.
Provide general support services: Prepare documents for meetings hosted and/ or attended by the Chief Director, Circulate documents to other meeting participants and Provide secretarial support for the Chief Directorate meetings.
Perform any other administrative duties required by the Chief Director and Follow up on behalf of the Chief Director regarding on the implementation of meeting and other decisions.

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