About the Role
The Department of Social Development is seeking a dedicated Secretary: Learner Development and Social Support to join their team at the Head Office in Zwelitsha. This vital role will provide essential secretarial and clerical support to the Director, ensuring that operations run smoothly and efficiently. By facilitating effective communication and organization, you will play a significant part in enhancing public service delivery in your community. Your work will directly impact the lives of citizens by supporting programs that foster learner development and social support initiatives.
In this role, you will be the backbone of the department’s administrative functions, assisting with everything from managing appointments to organizing meetings and events. Your contributions will not only help streamline processes but also enable the Director and the team to focus on their core mission: promoting social development and improving the quality of life for South Africans.
About the Department
The Department of Social Development is committed to creating a supportive environment for vulnerable individuals and communities throughout South Africa. With a focus on social welfare and development, the department strives to empower people by providing essential services, resources, and support systems. Working here means being part of a team that is dedicated to making a meaningful difference in society, ensuring the well-being of all South Africans.
This department is pivotal in addressing social issues, implementing programs that aid in poverty alleviation, and supporting education and health initiatives. Every team member contributes to a larger purpose—building a more inclusive and equitable society.
What You’ll Do
- Provide comprehensive secretarial and receptionist support to the Director.
- Manage and record appointments and events in the Director’s diary.
- Type documents and correspondence for the Director and staff.
- Operate office equipment, including fax machines and photocopiers.
- Liaise with agencies to arrange travel documents and ensure all arrangements are in place.
- Organize and schedule meetings and events, including venue selection and catering.
- Process travel and subsistence claims for the unit.
- Handle invoicing related to managerial activities.
- Record meeting minutes and draft routine reports and correspondence.
- Maintain filing systems and manage administrative tasks such as leave registers and telephone accounts.
What You’ll Need
- A Grade 12 certificate with no prior experience required.
- Effective written and verbal communication skills, with a good command of the English language.
- Basic knowledge of public service legislative frameworks.
- Competent knowledge of office administration practices.
- Understanding of procurement systems.
- Strong computer literacy and proficiency in typing and writing.
- Excellent administration, organizational, and people skills.
- Basic financial recording and minute-taking skills.
- Knowledge of the education sector is an added advantage.
How to Apply
Please forward your application, quoting the relevant reference number, to the link quoted in the specific advertisement below.
Requirements
A grade 12 certificate with no experience required.Effective communication skills (written and verbal skills) and a good command of English language.
Knowledge of the Public Service Legislative Framework.
Proven competent knowledge of basic office administration practice.
Knowledge of procurement systems Competencies: Computer Literacy, Excellent Communication Skills, Administration Skills, People Skills, Organisational Skills, Typing and Writing Skills, Strong Leadership Skills, Basic financial recording, minute taking and report writing skills.
Knowledge of Education Sector will be added advantage.
Job Duties
Provides a secretarial /receptionist support service to the Director as follows: Receives telephone calls and refers the calls to the correct role players if not meant for the relevant manager.Records appointments and events in the diary of the manager.
Types documents for the manager and the other staff within the unit on a word processor.
Operate office equipment like fax machines and photocopiers.
Provides clerical support services to the manager.
This will entail the following: Liaises with agencies to make travel documents arrangements, Checks the arrangements when the relevant documents are received.
Arrange meetings and events for the manager and the staff in the unit.
Identifies venues, invites role players, organizes refreshments and set up schedules for meetings and events.
Processes the travel and subsistence claims for unit.
Process all invoices that emanate from the activities of the work of the manager.
Records basic minutes of the meetings of the manager where required.
Drafts routine correspondence and reports.
Does filing of documents for the manager.
Administers matters like the leave register and telephone accounts.
Handles the procurement of standard.
Receives records and distributes all incoming and outgoing documents.
Collects all relevant documents to enable the manager to prepare for meetings.
Remains up to date about prescript / policies 180 and procedures applicable to her / his work terrain to ensure efficient and effective support to the Director.
