Personal Assistant: Divisional Commissioner Legal Services - SAPS

POST: Personal Assistant

LOCATION:  Divisional Commissioner Legal Services

LEVEL OF REMUNERATION:  Salary Level 7, R294 321 per annum

REFERENCES: LS 08/2023

Core Functions:

• Provide secretarial, administration support and personal assistance service to the Divisional Commissioner.
• Monitor the flow of documents to and from the office of the Divisional Commissioner (electronically and manually).
• Manage the diary of the Divisional Commissioner.
• Typereports, letters and memorandums.
• Submit all claims on time, make travel arrangements and secure accommodation bookings.
• Organized passport and related documents for overseas travel.
• Consolidate and compile monthly returns.
• Managed supply of stationery to the office of the Divisional Commissioner.

• Distribute posts and circulars to the relevant receivers and keep all registers up to date including making copies of documents.
• Handle routine correspondence immediately, send and receive e-mails answer and make telephone calls on behalf of the Divisional Commissioner and take direct messages professionally.

• Provides support during meetings of the Divisional Commissioner and takes minutes.
• Facilitate leave management within the office of the Divisional Commissioner.

• Ensure sufficient data capturing.
• Ensures safeguarding of documents and information in line with POPIA.
• Manage the brought-forward system.

Generic Competencies:

• Applicants must display competency in the post-specific functions of the post.
• Be in possession of a Senior Certificate (Grade 12) / National Certificate (Vocational) recorded on the National Learner Record Database on NQF level 4 with at least 2 years relevant secretarial experience and or related administrative experience.

• Diploma / Degreerecorded on the National Learner Record Database on NQF level 6 or higher will be an added advantage;

• Be a South African Citizen.
• Be in possession of at least a valid light motor vehicle driver’s license will serve as an advantage;

• Relevant courses in the field of the post may be an advantage;
• Be proficient in at least two official languages, of which one must be English.

• Basic literacy, numeracy and communication skills;
• Be able to read and write;
• Demonstrate competency in acting independently, professionally, accountable and with credibility.
• General Computer Literacy.
• Language skills and ability to communicate well with people at different levels and from different background.
• Good telephone etiquette and above-average planning and organising skills.
• Good people skills.
• High level of reliability.
• Written and communication skills.
• Ability to conduct legal research.
• Ability to act with discretion.
• Ability to identify and handle confidential matters, and to keep confidential matters as such.
• Good grooming, presentation and professionalism.
• Knowledge of relevant legislations, policies, prescripts and procedures applicable in the public sector.
• Must have no previous criminal/ departmental convictions or criminal/ departmental cases pending.
• Applicants will be subjected to a vetting process which will include security screening and fingerprint verification.
• Be able to work under pressure as well as extended hours.