Secretary – Pietermaritzburg – Department Of Public Service And Administration

About the Role

The Department of Public Service and Administration is seeking a skilled Secretary to join its team in Pietermaritzburg, KwaZulu Natal. This vital role involves providing exceptional secretariat and receptionist support to the Director, which is essential for the smooth operation of the department. Your contributions will facilitate better communication and coordination, ultimately enhancing the public service’s ability to serve the community effectively.

As a Secretary, you will be at the heart of administrative functions, ensuring that appointments are meticulously recorded, documents are accurately typed, and travel arrangements are efficiently managed. This role is not just about clerical tasks; it is about being an integral part of a team that directly impacts the public sector in South Africa. Your work will help maintain the high standards expected in government jobs, making a meaningful difference in the lives of citizens.

About the Department

The Department of Public Service and Administration is committed to promoting efficient and effective public service delivery in South Africa. It focuses on enhancing service delivery through the development and implementation of policies that support good governance and public administration. Working in this department means being part of a mission that strives to improve the quality of life for all South Africans by ensuring that the public service functions smoothly and effectively.

What You’ll Do

• Provide comprehensive secretariat and receptionist support to the Director.
• Manage telephone calls and direct inquiries to appropriate personnel.
• Maintain the Director’s diary by recording appointments and events.
• Type and prepare documents for management and staff within the unit.
• Operate office equipment, such as computers and photocopiers.
• Liaise with travel agencies to coordinate travel arrangements.
• Organise meetings and events, including venue selection and refreshments.
• Process travel and subsistence claims, as well as relevant invoices.
• Record basic minutes of meetings for the senior manager when required.
• Draft routine correspondence and reports.
• Maintain filing systems and administer leave registers and telephonic accounts.
• Manage incoming and outgoing documents, ensuring proper distribution.
• Handle procurement of standard office items, such as stationery and refreshments.
• Stay informed about relevant policies and procedures to ensure effective support.

What You’ll Need

• A Grade 12 Certificate is mandatory.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent telephone etiquette and strong organisational skills.
• Good interpersonal skills with the ability to communicate effectively across various levels.
• Ability to act with tact and discretion in a professional environment.
• Strong written and verbal communication skills.

How to Apply

Applications can be submitted by hand delivery during office hours or by email as detailed below.