Advertiser: Gauteng Department of Health
Location: Johannesburg
Directorate: Administration
Salary: R 495 603 per annum (All inclusive package)
Centre: Charlotte Maxeke Johannesburg Academic Hospital
Requirements:
A Post Matric qualification in Office Administration plus 5 years experience of which 3 years must be in a supervisory or support administration environment or Matric plus 12 years experience as a Personal Assistant or Office Manager to an Executive Manager; Computer literacy (Ms Word, Ms Excel, PowerPoint, Publishing & Internet). Knowledge of the academic hospital environment will be an added advantage; Ability to handle information confidentially. Sound verbal and written communication. Knowledge of the relevant legislation/policies/prescripts and procedures. Valid driver’s license; High work ethics and commitment to work beyond the call of duty. Competencies: Problem solving skills; Conflict Management; Communication; Programme and Project Management; Basic Financial Management; Planning, Organizing and Coordination; Client Orientation and Customer focus; Change Management.
Duties:
Record the engagements of the Chief Executive Officer. Ensure safekeeping of all documentation in the office in line with relevant legislation and policies. Obtain inputs, collate and compile progress, monthly and management reports. Scrutinize routine submissions/reports and make notes or recommendations. Draft documents as required. Ensure that travelling arrangements are well conducted. Handle the procurement of standard items like stationery, refreshments etc. For the activities of the CEO. Remain abreast with procedures and processes that apply in the office of the CEO and deliver effective and efficient support. Administer the in and out flow of correspondence. Administer the filing system, typing of correspondence, agendas, reports, submissions, memos and letters. Manage the budget of the Office of the CEO; Determine and collate information with regard to the budget needs of the Office; Keep record of expenditure commitments;, monitor expenditure and alert the CEO with regard to the possible over and / under expenditure; Manage / supervise employees; Monitor and evaluate the performance of the staff in the Office; Collect and compile information with regard to issues that need to be discussed; Compile the agenda of meetings chaired by the CEO and ensure circulation of accompanying memoranda; Undertake policy or line function tasks as required; Compile memoranda as required; Scrutinize submissions / reports; Make notes and recommendations to present to CEO; Coordinate, follow-up and compile reports of a transverse nature for the CEO; Compile presentations for the CEO.
Applications:
Applications must be submitted on a Z83 form (click to download pdf form) with a CV, certified copy of ID and Copies of qualifications. Applications should be submitted at Charlotte Maxeke Johannesburg Academic Hospital, 17 Jubilee Rd, Admin Building, Help desk or apply on line at www.gauteng.gov.za
Enquiries: Ms G.M Bogoshi, Tel no: 011 488 3792
Note:
Applications must be submitted on form z83, obtainable from any Public Service Department or on the internet at www.dpsa.gov.za/documents. The Completed and signed form should be accompanied by a recently updated CV as well as certified copies of all qualification/s and ID document( no copies of certified copies allowed, certification should not be more than six months old). Failure to submit all the requested documents will result in the application not being considered. Correspondence will be limited to short-listed candidates only. If you have not been contacted within three (3) months after the closing date please accept that your application was unsuccessful.
Reference number: 01558
Closing date: 23 August 2013
WRITE A BRILLIANT CV
The first thing to remember is that we are not writing an essay. We need to convey as much relevant information as possible and not exceed 3 to 4 pages. Your CV should cover the following:
Your personal information:
Points to remember: It is essential that your cellphone needs to be on in case anyone phone. Make sure that you have a professonal message on your phone in case you miss a call. If you only have a home phone number then everyone living with you need to be aware of the fact that you are waiting for a call. Place a pen and paper next to the phone in casy there is a message. Do not give your spouse's cellphone number unless you will be able to speak to the caller immediately. Is your email up and running? Does the P O Box belong to you or someone else? If it belongs to (e.g.) your parents they need to be aware that you might get important information. It is not necessary to disclose your age, gender, height, weight, marital status or religion. If you do not have an email address then set one up through Hotmail or Yahoo. And as tempting as what it might do not have your macho_man@hotmail.com address on your CV. Try and register one with your name and surname only.
Educational information:
Start with the most recent achievement / qualification and work your way back. List the degree, diploma, matriculation or standard achieved as well as the year and institution. Then move on the one just before that (e.g. first your degree and then matric). There is no need to list all the subjects you took (unless it is relevant). However, it is crucial to list all your qualifications - whether they were from academic institutions or not.
It is important to list all of your achievements while studying, e.g. competitions won, awards received, provincial colours achieved, orders of merit.
List all the leadership positions you served in, e.g. class prefect, captain of a team, chairperson of a committee.
End this section of with your extracurricular activities that you participated in, e.g. sport, hobbies.
Points to remember: The older you are the less important your school information will become. For instance: You might only want to mention that you matriculated, where and when and one or two major achievements. It is also not necessary to show your grades or marks achieed. It is also best to leave out any information on political activities or other controversial topics. However, if you know that the recruiter is looking for someone who participated in certain political groups then you might want to mention it.
Work experience:
Start with the most recent position and work your way back. List the title of the position, the name of the company and your length of service. Below this you can give a description of your duties (in bullet-point format). It is also important to list any projects that you worked on. Be specific and use numbers where possible, e.g. Managed 32 staff members and a R1 million budget.
It is again important to list all of your achievements while working, e.g. competitions won, awards received.
List all the leadership positions you served in, e.g. managerial or supervisory roles, chairperson of a committee.
End this section of with any additional things that you use to do for the company, e.g. editor of the company newsletter, organiser of the year end function.
Points to remember: Always look at the information and ask whether it is relevant. There is no need to supply the contact details of previous employers nor the reason why you left their employment.
Computer skills:
The ability to work on a computer has developed into a key skill. List all the programs that you are able to work with as well as your proficiency level.
Courses:
List all the courses, workshops, seminars, etc that you attended only if it is relevant to the position you are applying for and if you haven't mentioned it before. It is always a good idea to list the topic, institution, facilitator / guest speaker and date.
Activities and Interests:
Remember that most people enjoy listening to music, going to the movies, socialising with friends, reading, etc. Unless you do someting special, or relevant to the position, rather leave this section out.
References:
Mention that "References are available on request". It is important that your references are aware of the fact that they might be contacted.