About the Role
The Department of Defence is seeking a dedicated and organized individual for the role of Personal Assistant based in Erasmuskloof, Pretoria. In this vital position, you will provide essential secretarial, reception, and administrative support to the Secretary for Defence. Your contributions will ensure that the operations of the department run smoothly and effectively, directly impacting the public service and the community at large. This role is not only about managing tasks but also about being the backbone of support that enables the Secretary to fulfill their responsibilities efficiently.
As a Personal Assistant, you will be at the heart of the Department of Defence, playing a crucial role in maintaining effective communication and coordination within the office. Your ability to manage sensitive information and liaise with various stakeholders will help uphold the high standards of professionalism associated with government jobs. Your efforts will help build a well-functioning environment that serves both the department and the citizens of South Africa.
About the Department
The Department of Defence is committed to protecting the sovereignty of South Africa and ensuring the safety and security of its citizens. Through various programs and initiatives, the department focuses on maintaining peace and stability within the country. Working here means being part of a mission that values service to the nation, teamwork, and integrity. You will join a diverse group of professionals dedicated to making a meaningful difference in the lives of South Africans.
What You’ll Do
- Provide secretarial and administrative support to the Secretary for Defence
- Manage incoming calls and direct them appropriately while handling enquiries
- Maintain an efficient filing and records management system
- Prepare and compile briefing notes, reports, and correspondence
- Coordinate logistical arrangements for meetings, including venues and catering
- Liaise with internal and external stakeholders on behalf of the Secretary
- Organize travel and accommodation for the Secretary during official visits
- Ensure confidentiality of sensitive information at all times
What You’ll Need
- A minimum of Grade 12 (NQF Level 4) or equivalent with a Secretarial Diploma
- A National Diploma (NQF Level 6) is an advantage
- At least three years of experience providing administrative support to senior management
- Knowledge of Public Service legislation and office administration
- Strong organizational and time management skills
- Excellent written and verbal communication abilities
- High reliability and ability to act with tact and discretion
- Proficiency in computer skills, including PowerPoint
How to Apply
Please submit your application before the closing date as late applications will not be considered.
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Requirements
Grade 12 (NQF Level 4) or equivalent with Secretarial Diploma.A National Diploma (NQF Level 6) will serve as an added advantage or equivalent qualification.
A minimum of three (3) years collective experience, rendering a support service to Senior Management and executive administrative support services inclusive of report writing and briefing preparation with strong organisational skills to Senior Management.
Knowledge of Public Service legislation, Records Management, Office Administration, and Financial Administration.
Special requirements (skills needed): Sound organisational skills and time management skills.
Good people skills.
High level of reliability.
Proven written and verbal communication skills.
Ability to act with tact and discretion.
Ability to do research and analyse documents and situations.
Good grooming and presentation.
Self-management and motivation.
Proven computer skills including use of PowerPoint computer program.
Job Duties
A successful candidate will be required to perform the following duties: Provide secretarial, reception and administrative support services to the Secretary for Defence.Receive visitors, screen and direct telephone calls and handle enquiries in professional manner.
Ensure efficient and effective administrative support to the Secretary for Defence in accordance with departmental requirements.
Scrutinises documents to determine actions/information/other documents required for meetings.
Maintain an effective filing and records management system and administrative co-ordination in accordance with applicable policies and procedures.
Remain abreast of relevant legislation, prescripts, policies, procedures and directives applicable to the work environment.
Prepare and compile briefing notes, reports, correspondence, submissions, other documents and relevant information for the Secretary for Defence as required.
Coordinate logistical arrangements for meetings, including venues, catering, documentation and technical requirements.
Coordinates the procurement of goods and items for the activities of the Secretary for Defence.
Coordinates the travel and accommodation arrangements for the Secretary for Defence during meetings and visits.
Liaise with internal and external stakeholders on behalf of the Secretary for Defence.
Maintain confidentiality of sensitive information and documents at all times.
