Job Description

Job Purpose

The Department of the Premier, Western Cape Government (WCG), has an opportunity for a suitably qualified and competent individual to manage the Director's office efficiently by handling day-to-day tasks, enabling the Director to concentrate on strategic communication initiatives and stakeholder engagement. The successful incumbent should ensure smooth operations, reduces administrative burden, and helps maintain professionalism and efficiency in the Director's office. This support is vital in a high-pressure environment like WCG, where strategic communication impacts public trust and service delivery.

Minimum Requirements

Grade 12 (Senior Certificate or equivalent qualification) plus an accredited secretarial diploma and/or administrative qualification on the level of NQF level 5 or relevant higher tertiary qualification; A minimum of 3 years relevant experience in rendering support services to senior management.

Recommendation

None.

Key Performance Areas

Executive support and office management: Manage the Director's diary, schedule appointments, and prioritize tasks; Act as the first point of contact for internal and external stakeholders; Maintain confidentiality and professionalism in all interactions; Meeting and event coordination; Organise and prepare meetings, including agendas, briefing notes, and presentations; Ensure accurate minute-taking and follow-up on action items; Coordinate logistics for events, workshops, and site visits; Communication and correspondence; Draft, edit, and manage official correspondence, reports, and documentation; Screen calls, emails, and inquiries, ensuring timely responses; Facilitate effective communication between the Director and stakeholders; Document and information management; Maintain filing systems (electronic and physical) for easy retrieval; Track submissions, deadlines, and ensure compliance with WCG protocols; Handle sensitive and confidential documents with discretion; Travel and logistics; Arrange travel itineraries, accommodation, and transport for official trips; Ensure compliance with WCG travel policies and budgetary requirements; Financial and administrative support; Process procurement requests, claims, and approvals; Assist with budget monitoring and expenditure tracking for the Director's office; Liaise with HR and finance for operational requirements; Gatekeeping and prioritisation; Manage access to the Director, filtering requests and prioritizing urgent matters; Ensure the Director's time is allocated effectively for strategic priorities; It will be advantageous to have a valid (Code B or higher) driving licence. NB: People with disabilities that restrict driving abilities, but who have reasonable access to transport, may also apply.

Competencies

Knowledge of the following:

Office Administration;Managing diaries, meetings, and filing systems; Procurement and financial processes within government; WCG travel and accommodation policies.

Skills needed:

Written and verbal communication; Document management; Ability to draft, edit, and proofread official correspondence; Strong attention to detail for accuracy and compliance; Advanced MS Office skills (Word, Excel, PowerPoint, Outlook); Familiarity with digital collaboration tools (MS Teams, SharePoint); Event and travel coordination; Organising logistics for meetings, workshops, and official trips; Ability to work independently and as part of a team; Customer Service Orientation - Professional and responsive to stakeholder needs; Adaptability - Ability to work under pressure and adjust to changing priorities; Interpersonal Skills - Builds positive relationships across all levels; Attention to Detail - Ensures accuracy in documentation and scheduling.

Remuneration

R 325 101 - R 382 959 per annum (Salary level 7)

Note on remuneration in addition service benefits or obligations for qualifying employees (medical assistance, housing assistance, pension-fund contributions, etc) are funded or co-funded in terms of the applicable prescripts or collective agreements.

Notes

Shortlisted candidates will be required to submit documentation for verification purposes and criminal record vetting. These candidates will be required to complete a practical assessment and attend interviews on a date and time determined by the department and may also be required to undergo competency assessments/proficiency tests. The selection process will be guided by the EE targets of the employing department.



By applying for this position, you are consenting to the Western Cape Government contacting your previous employers/managers for an employment reference. Reference checks will include enquiries relating to your disciplinary records and reasons for leaving.



Should you experience difficulties with your online application, technical support is available from

Monday to Friday from 08:00 to 16.00

. Contact the helpline at

086 137 0214

. For all other queries relating to the position, kindly contact the enquiries person as indicated in the advert. Please ensure that you submit your application before the closing date as no late applications will be considered.

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