About the Role
The Department of Higher Education and Training is seeking a dedicated Receptionist for the Office of the Regional Manager based in the vibrant city of Polokwane. This role is essential in ensuring smooth communication and the efficient operation of the office, thus playing a critical part in public service. As a Receptionist, you will be the first point of contact for visitors and callers, representing the values and professionalism of the department.
In this position, you will not only manage reception duties but also engage with clients, stakeholders, and your colleagues in a collaborative environment. Your contributions will directly impact the efficiency of the office and enhance the experience of those who visit or contact the office for assistance. The Receptionist plays a vital role in maintaining a welcoming atmosphere, ensuring that the office runs smoothly and effectively serves the community.
About the Department
The Department of Higher Education and Training is committed to enhancing the educational landscape of South Africa. Its mission is to provide accessible, high-quality education and training opportunities that empower individuals and uplift communities. Working within this department offers a unique opportunity to engage with a diverse range of stakeholders and contribute to the development of skills that are vital for the nation’s growth.
Joining this department means becoming part of a dedicated team focused on improving the lives of South Africans through education and training. Your work will support initiatives that aim to create a more skilled workforce, ultimately leading to a stronger economy and a more equitable society.
What You’ll Do
- Provide reception services to the Office of the Regional Manager, ensuring a welcoming environment.
- Manage incoming calls and electronic communications, directing them appropriately.
- Welcome and assist visitors, maintaining a logbook of daily visitors.
- Ensure the reception area is clean and well-organized.
- Control access to the office and ensure security protocols are followed.
- Assist with administrative tasks, including preparing and distributing documents.
- Administer procurement processes for office supplies and equipment.
- Support in arranging and coordinating meetings, including logistics and documentation.
- Handle enquiries from internal and external stakeholders with professionalism.
- Maintain effective filing and document management systems.
What You’ll Need
- An appropriate national senior certificate/grade 12 certificate (Vocational) (NCV) Level 4 certificate.
- A bachelor’s degree or national diploma (NQF Level 6) in Administration/Management is an added advantage.
- A minimum of one to two years’ experience in receptionist or administrative roles is beneficial.
- Proficiency in MS Office and strong typing skills.
- Excellent written and verbal communication skills.
- Strong organizational and prioritization abilities.
- Customer care and client orientation skills.
- Ability to work both independently and as part of a team.
How to Apply
DHET invites applicants to apply online on the New Z83 form by accessing the Departmental Website (click the ‘apply now’ button) or http://z83.ngnscan.co.za/apply and follow the easy prompts/instructions.
Looking for more South African government jobs? Browse the latest vacancies on JobsSouthAfrica.co.za. If you are applying for the first time, read our Complete Guide to Applying for Government Jobs in South Africa, covering the Z83 form, certified copies, CV format, interview tips and more.
Requirements
An appropriate national senior certificate/grade 12 certificate (Vocational) (NCV) Level 4 certificate.An appropriate bachelor’s degree/national diploma (NQF Level 6) in Administration/Management or related qualification will serve as an added advantage.
A minimum of one (1) to two (2) years’ working experience in rendering receptionist, administrative and secretarial support services will be an added advantage.
The ideal candidate should be proficient in MS Office, typing, and written and verbal communication skills.
Organisational and prioritisation skills.
Customer care and Client orientation skills.
Telephone etiquette and document management are some of the skills required for this job.
Ability to work in a team and independently.
Job Duties
Render reception services to the Office of the Regional Manager.Receive and direct telephonic and electronic calls and messages.
Liaise with clients, managers and related stakeholders as directed.
Receive and engage visitors.
Keep a logbook of each day’s visitors.
Ensure a clean reception area.
Exercise control of access to the Office of the Regional Manager.
Arrange and provide refreshments for visitors /clients as directed.
Provide general administrative support services to the office of the Regional Manager.
Receive and administer the flow of information and documents in the Office.
Prepare and distribute documents as directed.
Assist with enquiries related to the Office.
Administer the procurement process of office equipment and stationery.
File/store trace and electronically and manually retrieve documents and files.
Assist with processing of claims for travel and accommodation.
Assist with administration of leave for staff in the office of the Regional Manager.
Provide general secretarial services to the office of the Regional Manager.
Assist with the arrangement of meetings.
Organise logistics for the meeting.
Assist with the preparation of documentation for the meetings.
Execute all claims for travel, accommodation, and rental cars.
Assist with an effective flow of information and documents: Direct received a submission to relevant managers within the office of the Minister.
Ensure the safekeeping of documentation.
Responds to enquiries received from internal and external stakeholders as directed.
Draft documents as required.
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All shortlisted candidates will be required to complete a relevant competency exercise.
