Secretary – Pretoria – Department Of Defence

About the Role

The Department of Defence is seeking a dedicated Secretary to join their team at the Armscor Building in Erasmuskloof, Pretoria. This role is essential in supporting the Director by ensuring smooth communication and efficient administrative processes. As a Secretary, you will play a crucial part in the public service, contributing to the effective functioning of the department which is vital for the country’s security and defense strategy.

In this position, you will engage with various stakeholders through telephonic communications and ensure that the Director’s appointments and schedules are managed effectively. Your organizational skills will be key in arranging meetings and events that facilitate important discussions and decisions. This role not only supports the Director but also helps in maintaining a robust and responsive public service environment that benefits the entire community.

About the Department

The Department of Defence is committed to safeguarding the sovereignty of South Africa and providing support to the country’s peace and stability initiatives. Its mission encompasses a wide range of responsibilities, from strategic planning to operational execution, ensuring that the nation’s defense objectives are met. Working within this department means being part of a team that is essential to national security and public service, where every contribution counts in making a significant impact.

What You’ll Do

• Provide secretarial and receptionist support to the Director.
• Manage telephonic communications and direct calls to appropriate personnel.
• Schedule and record appointments, events, and meetings on the Director’s diary.
• Type documents and maintain a filing system for the Director and unit.
• Operate office equipment like fax machines, scanners, and photocopiers.
• Liaise with travel agencies to arrange and verify travel plans.
• Organize meetings and events, including venue selection and catering arrangements.
• Process travel and subsistence claims along with relevant invoices.
• Draft routine correspondence and prepare meeting minutes when necessary.
• Maintain an electronic document management database.

What You’ll Need

• Grade 12 (NQF Level 4) or equivalent.
• No prior experience is required, but knowledge in client services or secretarial work is advantageous.
• Computer literacy in Microsoft Office Suite (Word, Excel, PowerPoint).
• Good telephone etiquette and sound organizational skills.
• Excellent interpersonal and communication skills, both written and verbal.
• Ability to act with tact, discretion, and maintain confidentiality.
• Willingness to learn and stay updated on departmental policies and procedures.
• Must be able to obtain a confidential security clearance within one year.

How to Apply

Please refer to the application instructions below.