About the Role
The Department of Basic Education is seeking a dedicated Office Administrator II based in Pretoria. This key position plays a vital role in supporting the administrative functions of the department, ensuring that essential operations run smoothly and efficiently. As an Office Administrator, you will be at the heart of public service, contributing to the educational landscape that impacts the lives of learners and educators throughout South Africa.
In this role, you will provide essential secretarial and administrative support that enables various initiatives to thrive. Your work will directly influence the effectiveness of communication and collaboration within the department and with other government entities. By maintaining efficient document management systems and ensuring compliance with procurement policies, you will help uphold the standards of public service and enhance the department’s capacity to serve the community.
About the Department
The Department of Basic Education is committed to providing quality education and fostering a conducive environment for learning across South Africa. Its mandate involves the development and implementation of policies that enhance the educational experience for all learners. Working within this department means contributing to a mission that shapes the future of the nation, ensuring that every child has access to the education they deserve.
As part of the Basic Education team, you will be engaged in meaningful work that supports the overall goal of improving educational outcomes. Your contributions will help facilitate better communication, efficient management of resources, and ultimately, the success of educational programs throughout the country.
What You’ll Do
- Maintain a comprehensive document register for incoming and outgoing documents.
- Liaise with stakeholders and various government departments to ensure effective communication.
- Manage workflow allocation and tracking on the Electronic Document Management System (EDMS).
- Organize and manage diary appointments for executives.
- Develop and maintain filing systems to streamline administrative processes.
- Handle incoming and outgoing correspondence efficiently.
- Ensure compliance with procurement policies and follow up on payments with Supply Chain Management.
- Assist with financial administration, including budget management and compiling financial reports.
- Process travel claims and ensure compliance with financial policies.
What You’ll Need
- A National Diploma (NQF6) in Office Management, Public Administration, or a relevant qualification recognized by SAQA.
- At least one year of experience in executive support and office administration.
- Knowledge of procurement procedures and the Public Service Act.
- Familiarity with the Public Financial Management Act and Treasury regulations.
- Strong understanding of administration and records management.
- Proficiency in diary management and minute-taking.
- Experience in document management and good computer literacy (MS Word, Excel, PowerPoint, Outlook).
- Excellent interpersonal skills and effective written and verbal communication abilities.
- Ability to work independently under pressure with limited supervision.
How to Apply
Please refer to the application instructions below.
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Requirements
National Diploma (NQF6) in Office Management / Public Administration or relevant qualification in the related field as recognised by SAQA.A minimum of one (1) year experience in executive support and office administration function.
Knowledge of procurement procedures.
Knowledge of Public Service Act and relevant prescripts.
Basic understanding of Public Financial Management Act and Treasury regulations.
Good Understanding of administration and records management.
Knowledge of diary management and minutes taking.
Experience in document management.
Skills: Good interpersonal relation, Communication (written and verbal), Coordination and organising skills.
Good computer literacy (MS Word, Excel, PowerPoint, Outlook and internet).
Ability to gather and analyse information.
Ability to screen telephone.
Understanding of public service systems and procedures will also serve as an advantage.
Ability to work under pressure and work independently with limited supervision.
Job Duties
Provide efficient secretarial support by maintaining documents register for incoming and outgoing documents, liaising with stakeholders and other government departments, allocation and tracking workflows on EDMS system and diary management.Provide efficient and effective administrative support by managing filing systems, managing and distributing incoming and outgoing correspondence.
Ensure compliance with procurement policies and procedures, make follow up with SCM for payment of companies.
Provide financial administration services support by assisting with budget 34 management, petty cash, compiling monthly financial reports, S&T claims are completed and submitted and assist with compilation of BAS payments.
