Office Manager: Office of the HOD REF NO: FS CSRT 01/08/2024 at Free State Department of Community,Safety Roads and Transport

REQUIREMENTS:

• Three-year recognized National Diploma or degree in Public/Business Administration/Office Management or equivalent qualification
• 3 – 5 years’ experience at a junior management level/supervision, with 3 years’ experience in the administrative/secretariat and/or related field
• Working knowledge of the functioning of provincial/national government
• Basic knowledge of MS Word, Excel & PowerPoint
• Good verbal & written communication skills
• Financial management knowledge
• Knowledge of project management
• Valid driver’s license
• The Nyukela Public Service SMS Pre-entry Programme (certificate) is required; no appointment shall be finalized without the relevant candidate producing the pre-entry certificate for SMS (Nyukela)

Skills & Knowledge:

• Knowledge and understanding of public service policies and procedures
• Knowledge of the functioning of Provincial Government
• Knowledge of MS Word, Excel, and PowerPoint
• Knowledge of setting up and maintaining a record system
• Accurate recording of decisions at meetings
• Knowledge and understanding of departmental policies
• Ability to execute research/analyse complex information to compile documents
• Draft documentation like submissions, letters, etc.
• Plan activities
• Coordinate and integrate the activities of the office
• Communicate effectively
• Work under pressure
• Work in a team
• Ability to judge circumstances objectively
• Excellent interpersonal relations
• Act in a professional manner
• Supervisory skills
• Ability to work without supervision
• Relevant Public Service and departmental prescripts
• Computer literacy
• Verbal and written communication skills
• Interpersonal skills
• Project management skills
• Working relations with other departments (National and Provincial), private sector, and colleagues

DUTIES:

Manage Engagements of the Head of Department:

• Ensure that the Personal Assistant compiles realistic programmes of appointments and journeys for the Head of Department
• Liaise with and/or sensitize the Head of Department regarding priority appointments

Render administrative support services:

• Set up and maintain systems in the Office of the Head of Department to contribute towards improving efficiency in the office
• Ensure, oversee, and advise on the effective flow of information and documents to and from the Office of the Head of Department
• Oversee the safekeeping of all documentation in the Office of the Head of Department
• Oversee responses drafted by the Personal Assistant on inquiries received from internal and external stakeholders
• Draft responses regarding more complex issues for internal and external stakeholders
• Prioritize matters to be attended to by the Head of Department
• Coordinate and compile reports of a transverse nature for the HOD and advise/sensitize the Head of Department on reports to be submitted (e.g., to Provincial Departments, Municipalities, Components, etc.)
• Follow up on reports to be submitted (e.g., by Provincial Departments, Municipalities, Components, etc.) to the Office of the Head of Department
• Compile presentations for the Head of Department

Execute research, analyze information, and compile complex documents for the Head of Department:

• Research and compile comprehensive documents for the Head of Department regarding issues forthcoming from meetings such as FOHOD, MINMEC, etc.
• Compile EXCO Memoranda and PROPAC Memoranda
• Scrutinize complex submissions/reports and make notes and/or recommendations for the Head of Department regarding the documents

Provide support to the Head of Department regarding meetings:

• Scrutinize documents to determine actions/information/documents required for the meeting
• Collect and compile information for the Head of Department regarding issues that need to be discussed at meetings
• Record minutes/decisions and communicate to relevant role-players
• Follow up on progress made
• Prepare briefing notes and other documentation to adequately prepare the Head of Department
• Arrange for the placement of items on the agenda of meetings chaired by the Head of Department and ensure circulation thereof
• Coordinate high-level meetings including overseeing logistics, transport arrangements, and taking charge of invitations and RSVP functions, etc.

Manage the budget of the Office of the Head of Department:

• Determine and collate information regarding the budget needs of the Office of the Head of Department
• Keep record of expenditure commitments
• Monitor expenditures and alert the Head of Department regarding possible over- and under-spending
• Identify the need to move funds between items and compile submissions for this purpose

Supervise subordinates:

• Monitor and evaluate the performance of the staff in the Office of the Head of Department
• Manage the human resource aspects related to the staff in the Office of the Head of Department, including the leave register, telephone accounts, etc.

Remain up to date with regard to the applicable prescripts/policies and procedures applicable to his/her work terrain to ensure effective and efficient support to the Head of Department:

• Keep abreast with the relevant Public Service and Departmental prescripts/policies and other documents and ensure that the application thereof is properly understood
• Remain abreast with the procedures and processes that apply in the Office of the Head of Department