Division : Office Of The Principal

In brief

Overview This document outlines the role of a Chief Administration Clerk within the Office of the Principal at Ikhala TVET College, specifically at the Administration Centre (Ref No: OTP42/9/26). The position offers a salary of R338 106.00 per annum, plus benefits (SL 7). The role primarily involves providing comprehensive secretarial and administrative support to the Principal and manager, ensuring efficient office operations and effective communication flow. What you will do * **Provide a secretarial support service to the Principal:** * Receive telephone calls, exercising discretion to decide to whom calls should be forwarded and finalizing some enquiries. * Perform advanced typing work. * Operate and ensure that office equipment (e.g., fax machines and photocopiers) are in good working order. * Record the engagements of the Principal. * Utilize discretion to decide whether to accept/decline or refer requests for meetings, based on the assessed importance and urgency. * Coordinate with and sensitize/advise the Principal regarding engagements. * **Render administrative support services:** * Ensure the effective flow of information and documents to and from the office of the manager. * Ensure the safekeeping of all documentation in the office of the manager in line with relevant legislation and policies. * Obtain inputs, collate, and compile reports. * Scrutinize routine submissions/reports and make notes and/or recommendations for the manager. * Respond to enquiries received from internal and external stakeholders. * Draft documents as required. * Do filing of documents for the manager and unit where required. * Collect, analyse, and collate information requested by the manager. * Clarify instructions and notes on behalf of the manager. * Ensure that travel arrangements are well coordinated. * Prioritize issues in the office of the manager. * Handle the procurement of standard items like stationery and refreshments for the manager and unit's activities. * Obtain the necessary signatures on documents like procurement advices and monthly salary reports. * **Provide support to manager regarding meetings:** * Scrutinize documents to determine actions/information/other documents required for meetings. * Collect and compile all necessary documents for the manager to inform him/her on the contents. * Record minutes/decisions and communicate to relevant role players, following up on progress made. * Prepare briefing notes for the manager as required. * Coordinate logistical arrangements for meetings when required. * Compile realistic schedules of appointments. Requirements (from the original advert) * Grade 12/NC(V) Level 4 or equivalent. * An appropriate Diploma/Degree qualification (NQF level 6/7) in Office Management & Technology/Management Assistant/Secretarial or relevant qualification. * Minimum of 2-3 years’ experience in clerical/administrative environment. * Experience in rendering a support service to senior management. * Computer Literacy. * A valid driver’s licence. Who should apply The ideal candidate should possess the following competencies: * Knowledge of relevant legislation, prescripts, policies and procedures, Basic knowledge of financial Management, Record management of documents; Public Service prescripts; DHET Policies. * Excellent Communication (oral and written), Interpersonal, Planning & Organising skills. * Good telephone etiquette. * Sound organizational skills. * Good people skills. * High level of reliability. * Written and verbal communication skills. * Ability to act with tact and discretion. * Ability to analyze documents and situations. * Good grooming and presentation. * Self-management and motivation. * Language Skills. * Ability to Maintain Confidentiality and perform Filling. Deadline Not specified Reference Original posting: https://www.govpage.co.za/vacancies/ikhala-tvet-college-vacancies#spani-ref-otp42-9-26 Source: govpage

Summary drafted with AI assistance from the original advert. The advert itself is the authority — how we use AI.

At a glance

• At least 2 years of experience.

• Driver's licence

Extracted automatically from the advert; confirm requirements on the original listing.

Job description

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