LMP-PO​/PA​/Limpopo​/Mpumalanga Provincial Office – Executive PA to Provincial Executive

Legal Aid SA is a National Public Entity; a key contributor to South Africa’s constitutional democracy, providing quality legal services to indigent and vulnerable persons. The organisation has a national footprint in all nine (9) provinces. Legal Aid SA is a credible employer of choice, boasting Top Employer SA accreditation for 17 consecutive years. We offer an exciting Employee Value Proposition with opportunities for development, career growth and an inspiring workplace.

Applications are invited from persons interested to fill the above-mentioned position. The incumbent will be appointed on a permanent basis.
The position is based at the Limpopo/Mpumalanga Provincial Office
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• To provide an effective executive secretarial and administrative support service to the Office of the Provincial Executive.
• Arrange meetings, conferences, workshops, interviews, et cetera, according to priority.
• Scheduling/rescheduling of appointments and meetings correctly and timeously.
• Synchronisation between electronic and manual diaries.
• Prepare an accurate and updated diary and follow-up system at all times to ensure proper access control to the Provincial Executive.
• Confirm venue and catering arrangements before events.
• Keep accurate records of all messages taken for the attention of the Provincial Executive.
• Ensure that the Office of the Provincial Executive and own workstation is kept clean and neat at all times.
• Maintain good relations with all internal and external customers/stakeholders.
• Effectively communicate with people at all levels on behalf of the Provincial Executive as per the instructions or in the execution of duties.
• Arrange Provincial Office events and functions in accordance with Legal Aid SA procedures.
• Compile agenda, previous minutes, reports and relevant documentation accurately in accordance with the Provincial Executive’s requirements.
• Accurately inform all concerned per e-mail of meeting dates, times and venues.
• Distribute documentation seven (7) days before meetings.
• Confirm attendance one (1) day before the meeting.
• Oversee printing/copying and binding of meeting packs in required format and process electronic documentation in line with Legal Aid SA administrative procedures.
• Ensure that documents distributed internally or externally are of a high standard.
• Handle incoming and outgoing mail in accordance with Legal Aid SA administrative procedures.
• Ensure that all contracts are finalised in terms of the Legal Aid SA approval framework.
• Keep records as per the legal requirements and file documents 100% correctly according to the Filing Index System.
• Complete travel arrangements for the Provincial Executive and other staff within the requirements and deadlines according to financial and procurement procedures, with no double or incorrect bookings.
• Complete Provincial Executive/Head of Office expense claims 100% within Legal Aid SA policies and procedures.
• Type assignments for completion within agreed time frames, perform spell checks on all documents and treat them as confidential.
• Attend to visitors promptly according to Protocol on receiving guests and as per scheduled appointments. Make discretionary decisions when managing difficult clients.
• Arrange secure parking for visitors according to Legal Aid SA security policies and procedures.
• Comply 100% with the Client Service Standards Charter by ensuring that customer needs are identified quickly and correctly, clients are provided with correct information and directed to a person who can assist them. Clients are made to feel at ease.
• Refer all internal and external queries timeously to the relevant Manager/Executive and keep accurate records of client complaints and referrals to relevant Local Offices/Provincial…