"Example Competency Profile"
EXAMPLE COMPETENCY PROFILE ____________________________________________________________________________________ 1. POSITION DETAILS JOB TITLE : Personal Assistant (PA) GRADE : 3 REVIEW DATE : Yearly 2.ORGANISATIONAL STRUCTURE SUPERVISOR’S TITLE (2nd Level above) SUPERVISOR’S TITLE (1ST Level above) Manager INCUMBENT Personal Assistant 3.KEY OBJECTIVE 1. Assist Executive Management with day to day activities 2. Provide Executive Management with high quality support in all areas required 4. MAIN ACTIVITIES 1. Maintaining and efficiently supporting of the Executive Management social, personal and professional obligations 2. Decision making responsibilities in areas required 3. Ensure all monthly required reports are submitted on time and follow-up on delayed reports 4. Provide high quality typing service 5. Accurate recording and communication of messages 6. Making necessary arrangements for all meetings required 7. Ensuring comprehensive preparations for all meetings, including executive / directors meetings 8. Preparing venues, refreshments and equipment necessary for meetings and conferences 9. Prepare minutes of meetings and follow-up on decisions made where necessary 10. Prepare such correspondence, documents briefings, reports, presentations, etc. as required generally and for all meetings 11. Handling bookings for flights and accommodation for all staff nationally and internationally 12. Diary management for the Executives 13. Screening of calls and persons to the Executives offices 14. Providing the Executive Management with comprehensive communications function through all appropriate means including verbally, telephonically, electronically and in writing 15. Dealing with all levels of staff members incl Head Office and Site ie. Project Managers, Site Managers and Foreman 16. Liaison with all contact of the Executives, incl overseas clients, suppliers, visitors and business Page 1 of 2 EXAMPLE COMPETENCY PROFILE ____________________________________________________________________________________ associates on a daily basis 17. Manage information and ensuring an appropriate filing system Other activities that are done at times eg. quarterly, annually, special projects etc. Event, conference and function organization and ensuring the efficiency of these by making all the necessary arrangements, venue bookings, meal and activity arrangements 5.QUALIFICATIONS and COMPETENCIES NEEDED 1. Matric or equivalent 2. Secretarial Diploma 3. Experience as Executive Secretary 4. Good leadership skills 5. Communication skills 6. Assertive 7. Decision maker 8. Work well under pressure 9. Analytical thinker 10. Excellent human relation skills 11. Attention to detail 12. Excellent organizational skills 6.TRAINING REQUIRED 1. Induction. 2. HIV Awareness. 3. TB Awareness. 4. Health Awareness. 5. Environmental Awareness. 6. Material Handling Awareness. 7. Intermediate Level Microsoft Office package 8. Assertiveness Management 9. Change management 10. Business Writing skills 11. Management Skills 12. Executive PA courses 7.LENGTH OF TIME NEEDED TO LEARN THE JOB 6 Months 8.LIMITS OF DISCRETION (i.e. decisions made without prior authorisation) All decisions taken within context of company systems and procedures Page 2 of 2