Personal Assistant Ref No: 3/1/1/1/2026/162

POST 25/69 : PERSONAL ASSISTANT REF NO: 3/1/1/1/2026/162

SALARY : R338 106 per annum (Level 07)

CENTRE : Gauteng (Pretoria)

REQUIREMENTS : Minimum requirements: Applicants must be in a possession of a Grade 12

Certificate and a National Diploma in Secretarial / Office Administration /

Management or related equivalent qualification. Minimum of 3 years'

experience in rendering a support service to senior management. Knowledge

on the relevant legislation / policies / prescripts and procedures. Telephone

etiquette. Basic knowledge on financial administration. Sound organisational

skills. Computer literacy (MS Office). Good interpersonal relations. High level

of reliability. Written communication skills. Language skills. Ability to

communicate well with people at different levels and from different

backgrounds. Ability to do research and analyse documents and situations.

Ability to act with tact and discretion. Good grooming and presentation. Self-

management and motivation.

DUTIES : Provides a secretarial / 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.

Finalise and resolve relevant enquiries as part of the job’s operational

responsibilities. Performs advanced typing work. Operates and ensures that

office equipment, e.g. Printers and photocopiers are in good working order.

Record the engagements of the senior manager. Utilizes discretion to decide

whether to accept / decline or refer to other employees' requests for meetings,

based on the assessed importance and urgency of the matter. Coordinates

with and sensitizes / advises the manager regarding engagements. Compiles

realistic schedules for appointments. Render administrative support service.

Ensures the effective flow of information and documents to and from the office

of the manager. Ensures the safe keeping of all documentation in the office of

the manager in line with relevant legislation and policies. Obtains inputs,

collates and compiles reports, e.g. Progress reports, Monthly reports and

management reports. Scrutinizes routine submissions / reports and make

notes and / or recommendations for the manager. Respond to enquiries

received from internal and external stakeholders. Drafts documents as

required. Do filing 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 procurement of standard items like stationary, refreshments etc. for

the activities of the manager and the unit. Obtains the necessary signatures on

documents like procurement advices 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. Coordinates logistical arrangements for meetings when required.

Supports the manager with the administration for the managers 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 records for 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. 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. Remains abreast with the procedures and processes that apply

in the office of the manager.

ENQUIRIES : Mr. H Tshinavhe Tel No: (012) 338 7324

APPLICATIONS : Applications can be submitted by hand delivery during office hours to: Office of

the Chief Registrar of Deeds at 600 Lillian Ngoyi Street, Berea Park, Pretoria,

0002 or apply using Deeds Online Job Application Portal;

https://deedsportal.deeds.gov.za/ (Please separate Application Form for each

post) before the closing date as no late applications will be considered.

NOTE : EE Targets: African, Coloured, Indian, and White Males and Coloured, Indian,

and White Females and Persons with Disabilities.

Minimum requirements: Applicants must be in a possession of a Grade 12 Certificate and a National Diploma in Secretarial / Office Administration / Management or related equivalent qualification. Minimum of 3 years' experience in rendering a support service to senior management. Knowledge on the relevant legislation / policies / prescripts and procedures. Telephone etiquette. Basic knowledge on financial administration. Sound organisational skills. Computer literacy (MS Office). Good interpersonal relations. High level of reliability. Written communication skills. Language skills. Ability to communicate well with people at different levels and from different backgrounds. Ability to do research and analyse documents and situations. Ability to act with tact and discretion. Good grooming and presentation. Self- management and motivation.

Provides a secretarial / 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. Finalise and resolve relevant enquiries as part of the job’s operational responsibilities. Performs advanced typing work. Operates and ensures that office equipment, e.g. Printers and photocopiers are in good working order. Record the engagements of the senior manager. Utilizes discretion to decide whether to accept / decline or refer to other employees' requests for meetings, based on the assessed importance and urgency of the matter. Coordinates with and sensitizes / advises the manager regarding engagements. Compiles realistic schedules for appointments. Render administrative support service. Ensures the effective flow of information and documents to and from the office of the manager. Ensures the safe keeping of all documentation in the office of the manager in line with relevant legislation and policies. Obtains inputs, collates and compiles reports, e.g. Progress reports, Monthly reports and management reports. Scrutinizes routine submissions / reports and make notes and / or recommendations for the manager. Respond to enquiries received from internal and external stakeholders. Drafts documents as required. Do filing 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 procurement of standard items like stationary, refreshments etc. for the activities of the manager and the unit. Obtains the necessary signatures on documents like procurement advices 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. Coordinates logistical arrangements for meetings when required. Supports the manager with the administration for the managers 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 records for 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. 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. Remains abreast with the procedures and processes that apply in the office of the manager.

Applications can be submitted by hand delivery during office hours to: Office of the Chief Registrar of Deeds at 600 Lillian Ngoyi Street, Berea Park, Pretoria, 0002 or apply using Deeds Online Job Application Portal; https://deedsportal.deeds.gov.za/ (Please separate Application Form for each post) before the closing date as no late applications will be considered. EE Targets: African, Coloured, Indian, and White Males and Coloured, Indian, and White Females and Persons with Disabilities. To apply, submit a completed Z83 form and detailed Curriculum Vitae (PDF document to a maximum of 10 megabytes) via e-mail or hand delivery. The Department will not be held responsible for server delays. Late applications due to technical issues will not be considered. Shortlisted candidates must provide certified copies of required documents (Identity Document, qualifications, etc) where necessary and service certificates to support senior management experience to Human Resources before the interviews, including South African Qualifications Authority (SAQA) evaluation reports for foreign qualifications. Failure to comply will result in disqualification. To be appointed at Senior Management Service (SMS) level, you must complete the SMS Pre- entry programme offered by the National School of Government (NSG). Find course details here: https://www.thensg.gov.za/training-course/sms-pre-entry- programme/ appointment is subject to successful completion of the Nyukela Programme: Pre-entry Certificate to SMS and submission of proof. Shortlisted applicants for the advertised vacancies will undergo two pre-entry assessments: a practical assessment and an integrity assessment, both of which form part of the selection criteria after the interview. All shortlisted candidates for SMS posts will be subjected to a technical exercise and interview. Following the technical exercise and interview, a maximum of three (3) SMS candidates will undergo psychometric assessments to assess cognitive capabilities, behavioural preferences, emotional intelligence, and integrity. NB: Please note that false or fraudulent qualifications submitted by applicants will be reported to the South African Police Services (SAPS), and a criminal case shall be opened. Applications: Please submit your application before the closing date as late applications will not be considered. Do not submit duplicate applications. If applying for multiple posts, submit separate applications for each post. Applications submitted via email will be acknowledged via an automated response. Applications received manually will not be acknowledged due to high volumes of applications received. If you have not heard from us within 3 months, please consider your application to be unsuccessful. Should, during any stage of the recruitment process, a moratorium be placed on the filling of posts or the Department is affected by any process such as, but not limited to, restructuring or reorganisation of posts, the Department reserves the right to cancel the recruitment process and re- advertise the post at any time in the future. Important: DLRRD is an equal opportunity employer committed to promoting representivity and affirmative action. We encourage applications from all qualified candidates. The Department reserves the right not to fill vacancies. By applying you consent to the collection and processing of your personal information for recruitment purposes. Shortlisted candidates will be required to be available for assessments and interviews at a date and time as determined by the Department. Shortlisted candidates will undergo personnel suitability checks, security vetting and reference checks (including social media profiles). Applications must declare any pending criminal, disciplinary or any other allegations or investigations. Successful candidates must pass security clearance, sign an employment contract, sign an annual performance agreement and disclose financial interests. All applicants are required to declare any conflict or perceived conflict of interest, to disclose memberships of Boards and directorships that they may be associated with. Failure to disclose relevant information may result in disqualification or termination. ERRATUM: The position of Survey Technician with Ref No: 3/1/1/1/2026/149 for the Directorate: Examination Services: KwaZulu-Natal (Pietermaritzburg) has reference. Applicants are advised that applications can be submitted by hand delivery during office hours to: 1st Floor, 270 Jabu Ndlovu Street (formerly known as Loop Street), Pietermaritzburg, 3200 or by email to Post149@dlrrd.gov.za. The closing date has been extended to 31 July 2026. The Department apologies for any inconvenience caused. MANAGEMENT ECHELON

Applications: Post149@dlrrd.gov.za.