People Dimension is looking for a General Office Assistant to provide important administrative support to the production, Director and CEO functions. If you have Grade 12 (Matric), previous office administration experience and are comfortable using Microsoft Word and Excel, this position could be worth considering.

The role is focused on keeping office records organised, supporting daily administration, handling emails and telephone calls, and making sure important information is easy to find. The successful candidate will support three key people in the business, with daily tasks and priorities managed by the Production Manager.

The salary for this position is R8,000 to R11,000 per month Cost to Company (CTC).

People Dimension General Office Assistant Job Details

Here are the main details to know:

• Company: People Dimension
• Position: General Office Assistant
• Qualification: Grade 12 / Matric
• Salary: R8,000 – R11,000 per month CTC
• Work Environment: Office based
• Experience: Previous filing and general office administration experience required
• Software: Microsoft Word and Microsoft Excel
• Language: Clear spoken and written English
• Additional Languages: South African languages are an advantage

What Does a General Office Assistant Do?

The main purpose of this position is to provide administrative support so that production and client-facing employees can concentrate on their main responsibilities.

The General Office Assistant will help with filing, spreadsheets, documents, emails and telephone calls. The role also includes general office duties that help keep the workplace organised and efficient.

Although the position supports the Production Manager, Director and CEO, the Production Manager will allocate and prioritise the daily work.

This arrangement is designed to prevent the employee from receiving conflicting instructions from different people.

Managing Different Requests

Because the role supports three people, there may be times when two or more tasks need to be completed at the same time.

The job description states that day-to-day work will be allocated and prioritised by the Production Manager.

If the Director or CEO requests something while another urgent task is already being handled, the assistant should not simply guess which task is more important.

Instead, the assistant should raise the issue with the Production Manager so that the priorities can be decided.

This means good communication and the ability to ask questions when something is unclear will be important.

Filing and Record Keeping

One of the main responsibilities will be maintaining accurate filing systems.

The successful candidate will work with both physical and electronic files and must make sure documents are stored correctly.

The duties include:

• Maintaining physical filing systems.
• Maintaining electronic filing systems.
• Filing documents promptly.
• Retrieving documents when needed.
• Archiving older records.
• Keeping records current and easy to find.

Good filing skills are important because office staff need to be able to locate information quickly when it is required.

Applicants who already have experience with office filing and document management should make sure this experience is clearly shown on their CV.

Working With Microsoft Excel

The General Office Assistant will also work with spreadsheets.

Applicants should be comfortable using Microsoft Excel and performing basic spreadsheet tasks.

This can include:

• Capturing information.
• Updating spreadsheets.
• Using basic formulas.
• Sorting information.
• Formatting spreadsheets.
• Keeping spreadsheet information accurate.

Excel proficiency will be tested during the interview process, so applicants should be prepared to demonstrate their skills.

You do not need to be an advanced Excel expert based on the listed requirements, but you should understand the basics and be able to work accurately with information.

Microsoft Word and Document Preparation

The role also requires proficiency in Microsoft Word.

The successful candidate may need to prepare and format documents so they look professional and are easy to read.

This means applicants should be comfortable with common Word functions such as creating documents, editing text, adjusting formatting and preparing professional-looking business documents.

If you have used Word regularly in previous office jobs, include this experience on your CV.

Email and Telephone Duties

The General Office Assistant will also help manage communication within the office.

This includes monitoring shared email inboxes, dealing with routine messages and sending queries to the correct person.

The employee may also answer the office telephone.

Telephone responsibilities include:

• Answering calls professionally.
• Taking accurate messages.
• Transferring calls to the correct person.
• Communicating clearly with callers.
• Making sure important messages reach the right employee.

A clear and professional speaking voice is listed as one of the requirements.

Good Communication Matters

The position requires clear spoken and written English.

The employee may communicate with colleagues, clients and other people by telephone, email and in person.

The ability to explain information clearly, listen carefully and take accurate messages can therefore be very useful in this role.

Speaking additional South African languages is listed as an advantage.

General Office Support

The role is not limited to filing and computer work.

The successful candidate will also provide general administrative support to the Production Manager, Director of eprints and CEO as required.

There may also be ad hoc office duties that need to be completed from time to time.

These tasks are intended to help keep the workplace organised and make sure daily office functions run smoothly.

Applicants should therefore be flexible and willing to assist with different reasonable tasks within the scope of a general office assistant position.

Important Personal Skills

People Dimension is looking for someone who is accurate, organised and able to handle several small tasks without losing important details.

Accuracy

Office administration often involves handling information that needs to be correct. Small mistakes in spreadsheets, documents, emails or records can cause problems later.

The successful applicant should take time to check their work and make sure information is captured correctly.

Organisation

Because the position involves filing, spreadsheets, emails and different administrative requests, good organisation is essential.

You should be able to keep track of tasks and know what needs to be done next.

Handling Multiple Tasks

The job may involve several small tasks during the same day. Applicants should be able to move between different responsibilities without losing track of important details.

Discretion and Confidentiality

The assistant may have access to confidential business and client information.

The successful candidate must therefore be discreet and understand the importance of keeping private information confidential.

This is especially important when handling documents, emails, client records or information belonging to senior employees.

Requirements for the General Office Assistant Position

Applicants should meet the following requirements:

• Grade 12 / Matric.
• Previous experience in filing.
• Previous general office administration experience.
• Proficiency in Microsoft Word.
• Proficiency in Microsoft Excel.
• Clear spoken English.
• Clear written English.
• A professional speaking voice.
• Good organisational skills.
• Strong attention to detail.
• Ability to manage multiple small tasks.
• Ability to handle confidential information discreetly.

The company will test Microsoft Word and Excel skills during the interview process, so applicants should prepare for this part of the recruitment process.

Salary: R8,000 to R11,000 Per Month

The salary offered for the position is R8,000 to R11,000 per month Cost to Company (CTC).

Cost to Company refers to the total monthly cost of employing the person. It can include employer contributions such as the Unemployment Insurance Fund (UIF) before applicable deductions.

Applicants should understand that CTC is not necessarily the same as the amount they will receive in their bank account each month.

Working Conditions and Leave

The position is office based and involves routine administrative work.

There may also be occasional telephone and reception duties as part of the role.

Working hours will follow the standard office arrangements in line with the Basic Conditions of Employment Act (BCEA). The BCEA provides legal rules around matters such as working hours, leave and overtime.

Leave, sick leave and family responsibility leave will also be provided in accordance with the applicable BCEA requirements.

Who Could Be a Good Fit?

This position could suit someone who:

• Has Grade 12 or Matric.
• Has worked in an office before.
• Enjoys keeping documents and information organised.
• Is comfortable using Word and Excel.
• Communicates clearly.
• Can answer telephone calls professionally.
• Pays attention to small details.
• Can handle confidential information.
• Can manage several tasks during the day.
• Is comfortable asking for clarification when priorities conflict.
• Works well in a professional office environment.

If you enjoy administrative work and prefer a structured office environment, the role may be a good match for your skills.

What Happens After You Apply?

People Dimension states that shortlisted applicants will be contacted within two weeks.

If you do not hear from the company within that period, your application for this specific position was unsuccessful. However, the company states that your details will be added to its database for consideration for future vacancies.

Applicants should therefore make sure their CV is accurate, professional and clearly highlights their office administration experience, Microsoft Word and Excel skills, communication abilities and other relevant strengths.

For someone looking to build or continue a career in office administration, this General Office Assistant position offers an opportunity to use everyday computer, communication and organisational skills while supporting important business functions.