GOVERNMENT PRINTING WORKS: PERSONAL ASSISTANT (X3 POSTS)

PERSONAL ASSISTANT (X3 POSTS)

REF NO: GPW 23/79

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

GOVERNMENT PRINTING WORKS

The Government Printing Works is an equal opportunity, affirmative action employer. It is intended to

promote representivity through the filling of these posts. The candidature of persons whose

appointment/transfer/promotion will promote representivity will receive preference.

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

CLOSING DATE : 26 September 2023 (16:00)

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/traini…/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.