About the Role
The Deputy Director: Administrative Support role is based at the National Head Office in Pretoria, South Africa. In this pivotal position, you will be working closely with the Commissioner, providing essential support that ensures the smooth operation of meetings and the administration of vital documentation. This role is integral to the public service, as it directly contributes to the efficiency and effectiveness of governmental processes that affect the community at large.
By managing the administration of conference centres and coordinating meetings, you will play a key role in fostering communication and collaboration within the department. The work you do will not only support the internal functions of the office but also enhance the quality of service provided to citizens, making your contribution invaluable to the public sector.
About the Department
The office of the Commissioner is dedicated to delivering high-quality public services that uphold the constitutional values and principles of South Africa. This department’s mission is to ensure that all citizens receive fair treatment and access to essential services. Working here means being part of a team that is committed to making a tangible difference in the lives of South Africans.
Your efforts will contribute to a culture of accountability and excellence, as the department strives to meet the needs of the community while upholding integrity and transparency.
What You’ll Do
- Administer conference centres, ensuring venues are prepared for meetings chaired by the Commissioner.
- Coordinate and manage meetings, including agenda preparation, minute-taking, and follow-ups on action items.
- Handle incoming and outgoing documentation, including mail and correspondence.
- Control the use of shared equipment, including photocopiers and other office supplies.
- Act as an inventory controller, managing supplies and deciding on repairs of office equipment.
- Maintain budgetary information and process claims for the office.
- Provide secretarial services and support to managers in the department.
- Oversee the training and development of secretarial staff.
- Manage human resources, finance, and assets within the office.
- Ensure confidentiality and integrity in all aspects of your work.
What You’ll Need
- Recognized National Diploma or Bachelor’s Degree in Public Administration, Management, or a relevant qualification.
- 3-5 years of middle management experience in a similar environment.
- Proficiency in computer applications and a valid driver’s license.
- Strong knowledge of constitutional values and principles relevant to public service delivery.
- Proven ability to work effectively under pressure, both independently and as part of a team.
- Excellent organizational, communication, and interpersonal skills.
- Demonstrated project management and leadership capabilities.
- High level of confidentiality and integrity.
How to Apply
Applications can be submitted by hand delivery during office hours to 20 Steve Biko Street, Agriculture Place, Arcadia, Pretoria, 0002 or by email.
Requirements
Recognised National Diploma / Bachelor’s Degree in Public Administration / Management or relevant qualification.3-5 years middle management experience in a similar environment.
Computer literate.
Valid drivers’ licence.
Competencies And Attributes: Knowledge of constitutional values and principles and how they apply to public service delivery.
Ability to work under pressure.
Ability to work in a team and independently.
Political sensitivity and diplomacy.
Organizational, communication, interpersonal and problem-solving skills.
Project management and leadership skills.
Confidentiality.
Integrity.
Job Duties
The administration of conference centres.The preparation of meeting venues for meetings chaired by the Commissioner.
The making of support arrangements for attendees of meetings chaired by the Commissioner.
Coordinating and managing meetings, including preparation of agendas, taking minutes and following up on action items.
The administration of documentation in the Office of the Commissioner.
The preparation of incoming/outgoing mail.
The filing of correspondence.
The distribution of correspondence in the office of the Commissioner.
The sending/receiving of faxes.
The control of use of the photocopier.
The control of use of shared equipment.
The administration of 21 consumer services to the Office of the Commissioner.
Act as inventory controller for the Office of the Commissioner.
Requisition of supplies.
Deciding on the repair of equipment.
Act as financial clerk for the office.
Maintaining of budgetary information on estimates and expenditure.
Processing of claims for members of the Office of the Commissioner.
Ensure the payment of diverse accounts/invoices received at the Office of the Commissioner.
The management of secretarial services in the Department.
The provision of secretarial services to managers in the Department.
The training and development of secretaries in the Department.
The development of secretarial policies for the Department.
Manage human resources, finance and assets.
Management of performance information.
