Personal Assistant Position at Department of Small Business Development

Reference Number: PA
Application Deadline: 28 November 2025 at 16h00

About the Department

The Department of Small Business Development (DSBD) is an equal opportunity and affirmative action employer committed to creating a diverse and inclusive workplace. We actively promote representativity across race, gender, youth, and disability in accordance with our Employment Equity Plan. Candidates whose appointment will enhance this representativity will receive preference. Our mission is to support and develop small businesses throughout South Africa, and we are looking for a dedicated professional to join our team in Pretoria.

Position Overview

We are seeking a highly organized and professional Personal Assistant to provide comprehensive administrative and secretarial support to senior management. This is a crucial role that ensures the smooth operation of executive functions within the department.

Location: Pretoria
Annual Salary: R325,101 (cost-to-company package)

Minimum Requirements

To be considered for this position, you must meet the following essential requirements:

• Educational Qualification: A Secretarial Diploma or equivalent qualification that is officially recognized by the South African Qualifications Authority (SAQA)
• Work Experience: Between 3 and 5 years of proven administrative experience in office management, secretarial work, or general administration
• Specialized Experience: Demonstrated experience in providing support services directly to senior management or executive-level staff

Additional Advantage: While not mandatory, applicants who hold a Bachelor’s Degree in Office Practice, Secretarial Studies, or Business Administration will have a distinct advantage during the selection process.

Required Knowledge and Competencies

The successful candidate must possess the following knowledge areas and professional competencies:

• Sound understanding of relevant legislation, policies, prescripts, and procedures governing public service administration
• Basic knowledge of financial administration and procurement processes
• Excellent telephone etiquette and professional communication skills
• Computer literacy with proficiency in standard office software applications (Microsoft Office Suite, email systems, etc.)
• Strong organizational and people management skills
• High level of reliability, integrity, and discretion when handling confidential information
• Exceptional written and verbal communication abilities
• Ability to exercise tact and discretion in all interactions
• Professional grooming and presentation standards
• Strong self-management and self-motivation capabilities

Key Duties and Responsibilities

Your primary responsibilities in this role will include:

• Reception and Secretarial Services: Provide professional front-desk support by receiving visitors, directing or redirecting telephone calls, clarifying instructions from senior management, and taking accurate messages when necessary
• Office Equipment Management: Operate and maintain office equipment effectively while ensuring all equipment remains in proper working condition and arranging repairs when needed
• Meeting Management: Carefully scrutinize documents and correspondence to determine required actions for meetings, and provide comprehensive meeting management services including scheduling, agenda preparation, and minute-taking
• Diary and Travel Coordination: Efficiently manage the manager’s professional diary and coordinate all travel arrangements in strict accordance with relevant departmental directives and travel policies
• Administrative Support: Provide a full range of administrative and document management services to the office, ensuring all records are properly filed and easily retrievable
• Procurement Services: Manage the procurement of goods and services for the manager’s office within prescribed legislative guidelines and financial regulations
• Stakeholder Liaison: Serve as a professional point of contact, liaising effectively with both internal departmental staff and external stakeholders on behalf of senior management

How to Apply

Follow these instructions carefully to ensure your application is properly submitted:

1. Application Method: Submit your application via email only to the address provided below
2. Email Address: [email protected]
3. Subject Line: You MUST quote the reference number “REF NO: PA” clearly in the subject line of your email. Applications without the correct reference number may not be considered
4. Documents Required: Your application must include:
   • A fully completed and signed Z83 application form (the new version effective from 01 January 2021)
   • A recent, comprehensive Curriculum Vitae (CV) detailing your experience and qualifications
5. Supported Formats: All documents must be submitted in either MS Word or PDF format only
6. Closing Date: Applications must be received by 28 November 2025 at 16h00. Late applications will automatically be disqualified and will not be considered under any circumstances

Where to Download the Z83 Form: The new Z83 application form can be downloaded from the Department of Public Service and Administration website at http://www.dpsa.gov.za/dpsa2g/vacancies.asp

Selection Process and Additional Information

Please take note of the following important information regarding the selection and appointment process:

• Supporting Documents: Only shortlisted candidates will be required to submit copies of qualifications, identity document, and any other relevant supporting documentation
• Non-SA Citizens: Applicants who are not South African citizens must submit proof of permanent residence in South Africa when shortlisted
• Verification Checks: Personnel suitability checks, including criminal record, citizenship, and qualification verification, will be conducted during the selection process
• Social Media Screening: Applicants may be required to provide written consent for the department to access their social media accounts as part of the screening process
• Assessment Process: All shortlisted candidates for Senior Management Service (SMS) and Middle Management Service (MMS) posts will be subjected to (1) a technical exercise, and (2) a generic managerial competency assessment
• Response Time: Due to the high volume of applications, correspondence will be limited to shortlisted candidates only. If you have not been contacted within one month of the closing date, please accept that your application was unsuccessful
• Performance Agreement: The successful candidate will be required to sign a performance agreement within three months of appointment
• Financial Disclosure: You must complete a financial interests declaration form within one month of appointment and annually thereafter
• Right to Withdraw: The Department reserves the right not to fill this position or to withdraw the advertisement at any stage of the recruitment process

Enquiries

If you have any questions about this position or the application process, please contact the recruitment office:

Telephone: (012) 394-5286 or (012) 394-3097

Application Email: [email protected]
Reference Number for Subject Line: PA

We wish you all the best with your application and thank you for your interest in joining the Department of Small Business Development.