About the Role
The Department of Public Service and Administration is looking for a dedicated Administration Clerk (Receptionist) to join their team in Durban. This role is essential for ensuring smooth communication and administrative support within the Corporate Services sector. As a frontline representative, you will play a vital part in shaping the experience of visitors and stakeholders, making a positive impact on public service delivery in the community.
In this dynamic position, you will be responsible for managing incoming communications, maintaining the reception area, and providing basic information about the agency’s services. Your work will not only support the daily operations but also contribute to the overall efficiency of the department, enhancing the quality of service provided to the public in KwaZulu-Natal.
About the Department
The Department of Public Service and Administration is committed to promoting effective governance and enhancing service delivery across South Africa. Its mission is to ensure a competent and professional public service that is responsive to the needs of citizens. Working here means being part of a team that values integrity, inclusiveness, and dedication to serving the public.
What You’ll Do
- Provide administrative support to the Corporate Services team.
- Record and manage all incoming mail and invoices from stakeholders.
- Prepare submissions and compile necessary documentation as requested.
- Issue and manage access cards for staff and visitors.
- Operate the switchboard, managing incoming and outgoing calls effectively.
- Ensure visitors are welcomed and referred promptly to the appropriate services.
- Maintain the cleanliness and organization of the reception area.
- Update the internal telephone directory and manage the database of received documents.
- Report any faults with the telephone system to the service provider.
- Utilize the telephone management system to monitor costs and generate reports.
What You’ll Need
- A Senior/Grade 12 certificate is required.
- Receptionist, front line, or Office Administration short courses/certificates are advantageous.
- Good written and verbal communication skills.
- Ability to learn about agency service delivery components.
- Proficiency in operating a switchboard.
- Computer literacy and typing skills are essential.
- Strong organizational skills with the ability to prioritize tasks effectively.
- Initiative and the ability to work independently.
How to Apply
Please submit your application before the closing date as late applications will not be considered.
Requirements
A Senior/Grade 12 certificate.Receptionist, front line/Office Admin short courses /certificate will serve as an added advantage.
Good written and verbal communication skills.
Ability to learn the Agency service delivery components.
Must be able to operate a switchboard.
Must be computer literate with typing skills.
Must be able to organize and prioritise work and have telephone etiquette.
Good verbal and written communication skills.
Ability to take initiative and work independently.
Job Duties
Provide administrative support to Corporate Services.Compile VA2 of the section.
Record all incoming mail and invoices from Stakeholders.
Prepare and compile submissions as per the request.
Issuing of access cards to staff and visitors.
Order access cards and keep registers.
Operate the switchboard by answering incoming and making outgoing calls.
Ensure that customers are referred to promptly and correctly.
Take messages and administer the correct 114 distribution thereof.
Supply basic information to customers regarding the Agency services.
Keep the reception area clean and tidy at all times.
Receive visitors.
Update internal telephone directory and keep a database of received documents.
Responsible for reporting faults on the telephone system to the service provider.
Utilize the telephone management system to monitor telephone costs, including printing reports and verifying information, keeping and completing registers pertaining to the telephone system.
