KEY PERFORMANCE AREAS – OUTPUTS 

Administrative Support and Coordination to Corporate Services Office 50%

Diary Management

• Plan and schedule the Corporate Services Office’s annual, quarterly, monthly, weekly and daily plans and tasks as required
• Schedule and coordinate meetings in the Corporate Services Office’s diaries as required
• Identify meetings that the Executive Manager: Corporate Services cannot attend and recommend alternative attendee as required
• Manage that meetings are well coordinated and organised including all meeting logistics as required
• Develop and update the departmental annual calendar with all key engagements and deliverable deadlines, implement reminders and coordinate that all calendar deliverables are received on time and to standard by the agreed dates
• Coordinate leave applications for relevant staff members and submit to Executive Manager: Corporate Services for approval.
• Ensure smooth daily functioning and operations of the Executive Manager: Corporate Services’ office

Secretarial

• Collate all Operational reporting documents from the Corporate Services Team for submission to Executive Manager : Corporate Services
• Draft meeting documentation including minutes, agenda’s, matters arising, resolutions and meeting invitations, submit for approval and distribute within agreed turnaround time
• Ensure that minutes are approved and distributed within 5 days
• Capture action items and email to Corporate Services within 2 days
• Assist the Executive Manager : Corporate Services on administrative requirements within deadlines
• Edits and quality assure all external written communications via the Executive Manager : Corporate Services Office

Stakeholder Management 25%

• Engage and communicate directly with CEO, Executive Management, Management and  related stakeholders, on behalf of the Executive Manager : Corporate Services  as required
• Represent Executive Manager : Corporate Services on first contact including responding to communication professionally
• Build influential relationships with stakeholders to support effective and efficient processing of INSETA requirements as required
• Resolve stakeholder queries and complaints in a manner that maintains the stakeholder relationships.

Travel Coordination 15%

• Coordinate travel, accommodation and car hire for the Executive Manager : Corporate Services as well as  Corporate Services team as required and as per policy
• Coordinate domestic and international travel as required
• Coordinate the capture and maintenance of the Executive Manager : Corporate Services’ travel logbook
• Reconcile travel spend with allocated budget monthly.

General Administration 10%

• Provide any other administrative support as required
• Ensure that all documentation is drafted accurately within turnaround time, filed securely and confidentiality is maintained on an ongoing basis

REQUIRED QUALIFICATIONS AND EXPERIENCE 

Qualifications

• Minimum Requirement: Grade 12 or equivalent plus NQF 6 Administration Management Qualification
• Preferred Requirement: NQF 7 qualification in Business Management or Public Sector Management 

Experience

• Minimum Requirement: A minimum of 5  years relevant experience in supporting Executives in a PFMA environment
• Preferred Requirement: Relevant experience in a Public Sector/Seta environment