Standardbank Personal Assistant job

Personal Assistant & Office Support: A Comprehensive Overview

Introduction

The role of a Personal Assistant (PA) and Office Support professional is crucial within a business environment. Particularly in sectors like Business & Commercial Banking, the demands on such roles are both high and specific.

This article delves into the responsibilities, qualifications, and competencies required for an effective Personal Assistant and Office Support role, as exemplified by the job description for a position in Cape Town, Western Cape, ZA.

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Job Overview

Position: Personal Assistant, Office Support
Business Segment: Business & Commercial Banking
Location: Cape Town, Western Cape, ZA
Job Type: Full-time
Job Ref ID: 80343302A-0001
Date Posted: 25/08/2024

The role primarily involves providing comprehensive secretarial support to an Executive or senior personnel within the organization. This support encompasses managing a wide range of administrative tasks to ensure that the Executive’s requirements are met efficiently and effectively.

Key Responsibilities

1. End-to-End Secretarial Support

As a Personal Assistant, your primary responsibility is to deliver complete secretarial support to an Executive. This means being the first point of contact and managing various tasks to keep the Executive’s schedule and office running smoothly. Specific tasks include:

• Diary Management: Overseeing and coordinating the Executive’s calendar. This involves scheduling meetings, managing appointments, and ensuring that the Executive’s time is utilized effectively.
• Email Monitoring: Handling and prioritizing email correspondence. This includes drafting responses, flagging important emails, and ensuring timely follow-ups.
• Meeting Logistics: Organizing and coordinating meetings, including arranging venues, preparing agendas, and taking minutes. Ensuring that all logistical aspects are covered, so meetings proceed without issues.
• Procurement Process: Managing the procurement of office supplies and services. This involves ordering and tracking supplies, maintaining inventory, and ensuring that purchases are in line with company policies.
• Travel Arrangements: Coordinating travel plans for the Executive, which includes booking flights, accommodation, and transportation. Ensuring that travel plans align with the Executive’s schedule and preferences.

2. Administrative Requirements

Handling all administrative tasks associated with the Executive’s role is essential. This can range from preparing reports and presentations to handling confidential documents and maintaining organized records.

Qualifications

Minimum Qualifications

• Type of Qualification: Diploma
• Field of Study: Office Administration

A diploma in Office Administration or a related field is typically required. This educational background provides foundational knowledge in administrative practices, communication, and office management.

Experience Required

• Secretarial Services: Experience in providing secretarial services is essential. This includes familiarity with office procedures, document management, and executive support.
• Business Support: A background in supporting senior personnel within a business context is crucial. This experience ensures that the PA can handle the specific demands of high-level administrative support.

Experience Range: 3-4 years of experience in a similar role, where the individual has been actively involved in managing the office and administrative tasks for senior personnel.

Behavioral Competencies

Behavioral competencies are personal attributes that influence how effectively a person performs their job. For a Personal Assistant, these include:

• Adopting Practical Approaches: Ability to approach tasks pragmatically and effectively. This involves problem-solving and finding practical solutions to administrative challenges.
• Articulating Information: Clear and effective communication skills are crucial. This includes the ability to present information clearly, both verbally and in writing.
• Challenging Ideas: The confidence to question and suggest improvements to processes or decisions when necessary.
• Establishing Rapport: Building and maintaining positive relationships with the Executive, colleagues, and external contacts.
• Following Procedures: Adhering to organizational procedures and standards, ensuring that tasks are completed in compliance with company policies.

Technical Competencies

Technical competencies refer to the specific skills and knowledge required to perform the job effectively. For a Personal Assistant role, these include:

• Diary Management: Proficiency in scheduling and managing appointments using digital calendar systems. This skill ensures that the Executive’s time is organized and utilized efficiently.
• Email Monitoring: Experience in handling email communication, including filtering, prioritizing, and responding to messages.
• Meeting Logistics: Skills in organizing meetings, including arranging logistics, preparing necessary materials, and ensuring all details are handled.
• Procurement Process: Understanding the procurement procedures, including ordering and managing office supplies.
• Travel Arrangements: Capability to arrange and coordinate travel plans, including booking transportation and accommodation.

The Role in Business & Commercial Banking

In the context of Business & Commercial Banking, the role of a Personal Assistant becomes even more critical. The nature of this sector requires meticulous attention to detail, confidentiality, and the ability to manage complex schedules and multiple priorities. The PA ensures that the Executive’s office operates efficiently, which directly impacts the overall effectiveness of the business unit.

Conclusion

The position of a Personal Assistant and Office Support professional is integral to the smooth operation of an Executive’s office. It requires a combination of educational qualifications, relevant experience, and a specific set of behavioral and technical competencies. By fulfilling these requirements, a PA ensures that administrative tasks are handled efficiently, allowing the Executive to focus on strategic and operational responsibilities. The role demands dedication, organizational skills, and the ability to manage a diverse range of tasks, all of which contribute to the success of the business unit and the organization as a whole.

Note: All recruitment processes should comply with local laws and regulations. It is important to be aware of fraudulent activities and report any suspicious requests for payment during the recruitment process to the designated fraud prevention contacts.

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