OFFICE OF THE MINISTER LEVEL Chief of Staff...

OFFICE OF THE MINISTER JOB TITLE

Chief of Staff

SALARY LEVEL

14

QUALIFICATION(S)

National Senior Cert. (Grade 12) B Degree-Social Sciences BSC Hon: International Relations

2

JOB DESCRIPTION SUMMARY

(a) Ensure that administrative support is rendered to the executing authority on Parliamentary & Cabinet. This would, inter alia, entail the following: (i) Ensure that events in Parliament are

monitored to identify matters that have a bearing on the portfolio of the executing authority and coordination of parliamentary questions.

(ii) Ensure that an efficient and effective parliamentary service is rendered.

(iii) Ensure that the movement between the Pretoria and Cape Town offices for parliamentary sessions are co-ordinated and controlled (where applicable).

(iv) Deal with Parliamentary and Cabinet matters as the need arises.

(b) Ensure that the required administrative functions are performed within the office of the executing authority. This would, inter a/ia, entail the following: (i) Ensure that liaison with internal and

external role-players with regard to matters relating to the portfolio of the executing authority is done.

(ii) Ensure that a Cabinet support service is rendered to the executing authority.

(iii) Personally liaise with internal and external role-players and render a Cabinet support service as the need arises.

JOB TITLE SALARY LEVEL

QUALIFICATION(S)

3


(c) Assist the executing authority with his constituency work. This would include, inter alia, the following: (i) Liaise with relevant role-players in the

constituency and other political structures.

(ii) Resolve constituency matters referred to the Chief of Staff.

(iii) Follow up and monitor requests received from the constituency.

(d) Assist the executing authority with matters emanating from his/her portfolio and official matters emanating from other activities, e.g. participation in national and international forums and structures. This would include, inter alia, the following: (i) Co-ordinate and follow-up on requests

and instructions of the executing authority to institutions within his portfolio.

(ii) Serve as link between the executing authority and the institutions within the portfolio of the executing authority.

(iii) Compile documents and briefing notes as required for the executing authority.

(iv) Verbally brief and/or ensure that the executing authority receives documentation and briefing notes for meetings timeously.

(v) Manage the VIP security of the executing authority with the SAPS.

(vi) Conduct research as required by the executing authority.


QUALIFICATION(S)

4


(vii) Give strategic leadership on, and coordinate communication with, the media on the portfolio and other activities of the executing authority.

(viii) Manage special projects as required by the executing authority.

(ix) Oversee the management and maintenance of the official residence of the executing authority by Public Works.

(e) Manage the office of the executing authority. This would include, inter a/ia, the following: (i) Develop and manage the strategic and

operational plans of the office of the executing authority.

(ii) Manage the budget of the office of the executing authority.

(iii) Manage the human resources in the office of the executing authority. * Ensure the efficient and effective

utilization of human resources. * Ensure that the necessary personnel

are recruited and retained within budgetary constraints.

* Ensure sound employment relations. * Quality control of the work delivered

by supervisees. * Advise supervisees with regard to all

aspects of the work. * Serve as the formal disciplinary

authority with regard to the employees in the office of the executing authority.

* Ensure that supervisees are trained and developed to be able to deliver

JOB TITLE

Special Advisor

Private Secretary

SALARY LEVEL

16

12

QUALIFICATION(S)

National Senior Cert. (Grade 12 BSC Degree Postgraduate Diploma: Telecommunication & Information Policy Diploma Management of Local Development Diploma Personal Leadership Training Executive Leadership Development Programme

5


work of the required standard efficiently and effectively.

* Establish, implement and maintain efficient and effective communication arrangements with employees in the office of the executing authority.

{f) Ensure compliance to Public Service and Departmental Prescripts

(a) Advise the Minister in the execution of his mandate with respect to GCIS, MDDA and Brand SA

(a) Provide a secretarial/receptionist support service to the executive authority. This would include, amongst other, the following: (i) Receive visitors to the office of the

executive authority. Direct enquiries/complaints to the relevant people.

(ii) Utilise discretion to arrange the appointments, interviews and appearances of the executive authority.

(iii) Manage and coordinate the diary of the executive authority. Compile realistic schedules of appointments for the executive authority.

(iv) Compile programs for official journeys of the executive authority.

(v) Remind and sensitize the executive authority of appointments.


QUALIFICATION(S)

6


(b) Render an administrative support service to the executive authority. This would, amongst other, entail the following: (i) Co-ordinate the maintenance of the

office(s) and living accommodation of the executive authority.

(ii) Ensure that travel arrangements are properly made & well-co-ordinated.

(iii) Scrutinize documents and alert the executive authority on political interfaces and impact.

(iv) Draft documents as required by the executive authority.

(v) Collect, analyse & collate information as requested by the executive authority.

(vi) Administrate a budget if required. (vii) Arrange VIP security for the executive

authority with SAPS. (viii) Administer and co-ordinate acting

arrangements for the executive authority and prepare the necessary documents for the President to appoint an acting executive authority.

(c) Provide support to the executive authority with regard to meetings. This would, amongst others, entail the following: (i) Organise meetings and co-ordinate

logistical arrangements for meetings, accompany the executive authority to meetings and record minutes when required and communicate resolutions.

(ii) Receive, collect and check documents for meetings.

JOB TITLE

Media Liaison Officer

SALARY LEVEL

13

QUALIFICATION($)

National Senior Cert. (Grade 12 Bachelor of Arts Honours Bachelor of Arts Master of Arts

7


(iii) Monitor the schedule of the executive authority and submit RSVPs on behalf of the executive authority.

(d) Assist the executive authority with constituency work. This would, amongst others, entail the following: (i) Receive calls and requests from the

public within the constituency of the executive authority.

(ii) Liaise with role-players in the constituency of the executive authority.

(iii) Resolve or refer the requests received from stakeholders in the constituency for finalisation.

(iv) Follow-up and monitor referred requests and actions agreed upon.

(v) Accompany and support the executive authority on visits to his constituency.

(e) Support the executive authority with private obligations.

(f) Ensure compliance to Public Service and Departmental Prescripts

(a) Provide a media liaison service to the executive authority. This will, amongst others, entail the following: (i) Develop a communication and media

strategy and media plan for the executive authority.

(ii) Manage the image of the executive authority.


QUALIFICATION{S)

8


(iii) Arrange and conduct press conferences, information sessions and interviews with the media.

(iv) Develop and disseminate media statements.

(v) Compile responses to media enquiries and/or ensure that the responses are compiled by the department.

(vi) Liaise with the media to develop relations with them, inform them on government issues and promote the portfolio of the executive authority.

(vii) Brief the media on parliamentary issues relating to the portfolio of the executive authority.

(viii) Participate in the development of written and verbal responses to questions in Parliament.

(ix) Co-ordinate the diary of the executive authority with regard to media liaison activities.

(x) Prepare presentations and speeches for the executive authority.

(xi) Liaise with senior managers and the communication unit in the department to ensure co-ordination and alignment of communication priorities and programmes.

(b) Monitor and analyse reporting in the media on the portfolio of the executive authority and prepare responses as required. This will, amongst others, entail the following: (i) Monitor media reports and the

communication environment.

JOB TITLE

Community Outreach Officer

SALARY LEVEL

12

QUALIFICATION(S)

Grade (12) Senior Certificate EA invoked section 15 (Affirmative action measures) of the employment equity act 55 of 1998 and approved a request for the relaxation of entry post requirements from a three-year qualification to Matric, due to the fact that the employee has • 30 years working experience


(ii) Analyse the information gathered and prepare responses as required.

(iii) Advise the executive authority on the appropriate steps that should be taken to respond to reports.

(c) Participate in GCIS forums like the Communications Forum and the Media Liaison Forum, and in the collective planning of the communication and media issues of Government.

(d) Ensure compliance with the relevant Public Service and departmental prescripts/policies and other documents and ensure that the application thereof is understood properly.

(a) Engage communities on services of the Portfolio

(b) Reach out to unblock service bottlenecks within the portfolio

(c) Address citizens' complaints on the work of the portfolio

• 20 years in the I (d) Facilitate easy access to Public Services Communication/media environment,

• Her contribution to the SA society in different ways in the media and in the corporate world is well acknowledged.

9

JOB TITLE

Assistant Appointment Secretary

SALARY LEVEL

9

QUALIFICATION(S)

National Senior Cert. (Grade 12) Adv. Dipl. Public Admin

10


(a) Provide a secretarial/receptionist support service to the executive authority. This would include, amongst others, the following: (i) Receive visitors to the office of the

executive authority. Direct enquiries/complaints to the relevant people.

{ii) Record/capture appointments, interviews and appearances of the executive authority.

{iii) Coordinate the diary of the executive authority. Compile schedules of appointments for the executive authority.

{iv) Compile programs for official journeys of the executive authority.

(b) Render an administrative support service to the executive authority. This would amongst others, entail the following: (i) Provide support in the coordination and

maintenance of the office(s) and living accommodation of the executive authority.

(ii) Ensure that travel arrangements are properly made and well-coordinated.

(iii) Draft documents as required by the appointments secretary.

(iv) Collect, analyse and collate information as requested by the executive authority.

(v) Liaise with SAPS for VIP security.

(c) Provide support to the executive authority with regard to meetings. This would, amongst others, entail the following:

JOB TITLE

Cabinet & Administrative Secretary

SALARY LEVEL

13

QUALIFICATION(S)

National Senior Cert. (Grade 12) Bachelor's Degree Public Administration

11


(i) Organise meetings and coordinate logistical arrangements.

(ii) Receive, collect and check documents for meetings.

(iii) Monitor the schedule of the executive authority and submit RSVPS on behalf of the executive authority.

(d) Assist the appointments secretary with constituency work of the executive authority. This would, amongst others, entail the following: (i) Receive calls and requests from the

public within the constituency of the executive authority.

(ii) Liaise with role-players in the constituency of the executive authority.

(iii) Resolve or refer the requests received from stakeholders in the constituency for finalisation.

(iv) Follow-up and monitor referred requests.

(e) Support the executive authority with private obligations

(f) Ensure compliance to Public Service and Departmental Prescripts

(a) Manage the administrative activities within the office of the executive authority.

(b) Liaise with internal and external role-players with regard to matters relating to the portfolio of the executive authority.

JOB TITLE

Parliamentary Officer

SALARY LEVEL

13

QUALIFICATION(S)

National Senior Cert. (Grade 12) Bachelor of Public Administration

12


(c) Render a Cabinet support service to the executive authority.

( d) Supervise employees ( e) Distribute Cabinet Memorandums to all role

players (a) Monitor events in Parliament to identify

matters that have a bearing on the portfolio of the executive authority. This would, inter a/ia, entail the following: (i) Peruse documents like Hansard

speeches, minutes of portfolio and standing committees, and monitor meetings of legislative structures to identify matters that have a bearing on the portfolio of the executive authority.

(ii) Liaise with structures like portfolio and standing committees on matters that have a bearing on the portfolio of the executive authority and brief departments on decisions taken.

(b) Monitor events in Cabinet to identify matters that have a bearing on the portfolio of the executive authority: (i) Peruse documents like minutes of

Cabinet and cluster committees and monitor meetings of the executive structures to identify matters that have a bearing on the portfolio of the executive authority.

(ii) Liaise with structures, by attending meetings, like cluster and cabinet committees.


QUALIFICATION(S)

13


(c) Render an efficient and effective parliamentary service. This would, inter a/ia, entail the following: (i) Facilitate timeous and appropriate

responses to parliamentary questions in the format prescribed by Parliament and ensure departmental representation in parliamentary events.

(ii) Compile speeches, submissions, briefing notes and other documents as required.

(iii) Gazette and table draft bills emanating from the portfolio of the executive authority.

(iv) Provide advice and support in terms of policy and procedure to the department in respect of key parliamentary events, like the tabling of the budget vote of the executive authority.

(d) Co-ordinate and control movements between the Pretoria and Cape Town offices for Parliamentary sessions (where applicable). (i) Manage and oversee the packing,

dispatching and unpacking of official documents and equipment in Pretoria and Cape Town.

(ii) Manage the movement of households to and from Cape Town.

(e) Ensure compliance to relevant Public Service and departmental prescripts/policies

JOB TITLE

Registry Clerk

SALARY LEVEL

5

QUALIFICATION(S)

National Senior Cert. (Grade 12) Nat. Dipl. Public Management

14


(a) Ensure the smooth, efficient and effective flow of documents (receive and distribute) between the office of the executive authority, the department and other structures like cluster committees, external role players, etc. (i) Receive and distribute post and

documents. (ii) Record documents in the required

databases I registers.

(b) File all documents in accordance with the relevant prescripts like the National Archives Act and the MIS prescripts.

(c) Render a general support function in the office of the executive authority. (i) Render assistance with logistical

arrangements. (ii) Assist with the distribution of Cabinet

memoranda. (iii) Assist with document reproduction &

facsimile services.

(d) Control stocks and stationary as chief user clerk for the executive authority's office.

(e) Ensure compliance to Public Service and Departmental Prescripts

Lfl ......

OFFICE OF THE MINISTER LEVEL Chief of Staff...

Documents

Transcript of OFFICE OF THE MINISTER LEVEL Chief of Staff...