Job Requirements
Minimum educational qualification: Senior Certificate (or equivalent). Experience: Appropriate administrative and data management experience within a health service and/or business Environment. Inherent requirement of the job: A valid (Code B/EB) driver’s licence and willingness to travel throughout the Western Cape. Competencies (knowledge/skills): Acts & Regulations (National & Provincial). Policies and Guidelines (National & Provincial). Excellent interpersonal, communication and organisation skills. Excellent writing and grammatical skills, such as editing and formulating of documents. Ability to function independently and with confidence. Good team building skills within and outside the Quality Assurance Component and Directorate Assurances. Client and task orientated. Ability to efficiently operate computer programmes such as Microsoft Word, Excel, Power Point and E-mail. Ability to communicate eloquently (both verbal/written).
Duties
Office administration, good financial record keeping and stock control. Ensure supplies and resources are available. Prioritization of delegated tasks. Easy to follow and neat filling system. Maintain the electronic filing system. Maintain an inventory of office equipment. Update the ASD diary. Arranging and rescheduling appointments. Prepare documents required for appointments. Ensure meetings and appointments do not overlap. Know the organogram of the Department (At National, Provincial and Districts) to understand the line of authority. Keep the supervisor informed of any changes and pressing matters or urgent matters. Prioritize meetings Keep detailed messages to ensure proper feedback Confirms meetings with relevant stakeholders and meeting attendees. Prepare notes and paperwork needed for the meetings and have it ready for the supervisor. Ordering of stationery and supplies and completion for relevant forms e.g. Logis. Complete ST claims and keep record. Stock well controlled, no wastage or stockout. Plan and organize meetings, compile agendas and minutes: Arrange transport and accommodation as needed. Organize and arrange virtual meetings and Teleconferences. Prepare supporting documents for the meetings. Contacting attendees and stakeholders to attend meetings. Prepare minutes of the last meeting and ensure that the draft is sent to supervisor timely and distribute final minutes to meeting attendees. Send out request for agenda items and send out finalized agenda. Keep attendance registers and distribute when required. Keep record/minutes of all meetings. Arrange the venue and needed equipment and have knowledge of operating equipment. Prepare draft presentations. Typing general correspondence and keep a filling system: Follow the policy of the department- filing of hard and soft copies. Know when to destroy or send documents for archiving in line with departmental policies. Keeps a backup system for all the files. Maintains a good filling system. Drafting of Quarterly reports, requests and prepare monthly and quarterly statistics: Type and format draft monthly, quarterly and annual reports. Keep an updated database of all IPC related: Provincial reports categorized into Districts/Substructures/Facility etc. Maintain an annual plan for reports due date and activities. Develop and maintain a data system for the province. Keep an updated IPC Provincial health 224 facility human resource register. Follow up on monthly and random reports submissions. To provide a support service to the ASD QA(IPC) and Deputy Director Quality Assurance/management: Execution of tasks as delegated by the ASD QA (IPC) and/or DD QA/management. Follow up on queries with NDoH and other stakeholders. Draw reports from the Ideal Health Facility Website, Sinjani, OHSC etc. Follow up on parliamentary enquiries and requests from the HOD as directed by your supervisor or DD.
What is the Salary
R228 321 per annum
Location
Head Office, Cape Town
How to Apply
Applications are submitted online via www.westerncape.gov.za/health-jobs (click “online applications”).
Apply Before:
28 November 2025
ReferenceNo: