Reference Number:TPS0193
Job Title:Executive Assistant
Job Grade:06
Position Reports to:Office Manager
Division:Chief Office Operations
Location:Head Office (Pretoria)
Closing date for applications: 2 August 2012
Job Purpose:To assist in the Office of the Chief Officer Operations from a related operations and administrative perspective in effectively discharging his/her accountabilities on time by providing input and assisting with the management of the principal accountabilities below. This role will also relief the Office Manager in his/her absence.
Job Objectives
Compliance and alignment - ensure that all processes are aligned with SARS policies, procedures,governance practises;
Manageing relationships - ensure effective relationships and liaison between the Chief Operating Officer, regional management, government departments, client, stakeholders and SARS
Administration Management - manage the general administration, processing of complaints and correspondence,
Managing escalations - manage escalations related to customer issues and slippages; ensure efficient and effective execution of interdepartmental requests and interactions;
Quality Management - implement quality management approach to the services delivered to ensure customer satisfaction;
Data Security - ensure that relevant data is secured and that confidential information is protected from unauthorised users;
Develop and maintain a filing system Managing complaints - ensure speedy resolution of complaints received from the OOC
Document Management - ensure that an effective and efficient document management and tracking system is maintained;
Pre and post meeting preparations;
Interrogate all requests and documents received to ensure alignment with relevant processes and protocol and quality assure divisional reports;
Ensure effective functioning of the office on a day to day basis;
Maintains a control log and active follow up of information requested
Ensure that information pertaining to meetings is prepared and communicated
External liaison and coordination with other government departments;
Manage and coordinate office services conduct daily, weekly and monthly planning;
Conduct research, compile data and prepare papers for consideration and presentation by executives and committees;
Provide efficient, personal and confidential administrative support to the senior management team and ensure the confidentiality of all matters dealt with;
This job entails working hours which are longer than normal and will require a candidate that is available outside the jobs regular minimum working hours of 8am to 6pm.
Knowledge and Skills
Strong verbal, written communication skills
Extensive computer skills
Ability to maintain confidentiality
Ability to take decisions
Ability to work well under pressure and without supervision
Professional at all times
Completion of "today's work today"
"Well honed" prioritisation skills
Ability to highlight the key points in a document
Financial analysis
Creative thinking
Education and experience
A relevant tertiary qualification
Minimum of 5 year experience in a confidential environment liaising with senior people
Must have project management experience.
Challenges
Ability to work under pressure in a fast changing environment.
The management of conflicting deadlines.
Keeping the manager informed of key matters on an ongoing basis.
Ability to get things done through people.
Employment Equity: The Employment Equity policy of SARS will be considered as part of the recruitment and selection process. For statistical purposes, please indicate your Equity status (race, gender and disability) on your CV. Successful candidates will be required to undertake an oath of secrecy, pre-employment screening and or vetting, and a declaration of private interest. The appointment is also subject to appropriate reference(s) and security clearance if applicable.
The ideal candidate will have the following competencies:
Ability
be self-reliant and capable for independent work
communicate clearly and efficiently
work under pressure & meet deadlines
work without supervision
Ability to be discreet and handle confidential information
Interpersonal and networking skills
Experience
data collection and analysis
filing and general office administration
Knowledge
Basic knowledge of the SARS business environment.
MS office Knowledge
Putting our people first is an integral part of SARS business strategy. In support of this and our ongoing evolution towards becoming the best employee-centric employer in South Africa, our Human Resources strategy aims to create a high performing environment for our people by role modelling and embedding the right behaviours and values.
Apply online before 02/08/2012.
Apply to:
http://www.sars.gov.za/home.asp?pid=76381
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