About the Role
The Department of Health is looking for a dedicated Secretary to join their team in Pretoria. This pivotal role involves providing essential secretarial and receptionist support to the managerial staff, effectively contributing to the smooth operation of services that shape the health landscape of South Africa. The position is not just about managing schedules; it’s about being at the heart of public service, facilitating communication and ensuring that the department runs efficiently to serve the community.
As a Secretary, you will be situated in Pretoria, a vibrant city that is central to government operations. By handling various administrative tasks, you will play a crucial role in ensuring that the Department of Health can focus on its mission: to promote and improve public health across the nation. Your work will directly impact the welfare of South Africans, making this an opportunity to contribute meaningfully to the public service.
About the Department
The Department of Health is committed to providing equitable and comprehensive health services to all citizens of South Africa. Its mission revolves around promoting health, preventing disease, and ensuring access to quality health care. Working within this department means being part of a team dedicated to enhancing the well-being of communities and addressing public health challenges.
By joining the Department of Health, you will engage in work that is both rewarding and impactful, contributing to initiatives that save lives and improve health outcomes nationwide.
What You’ll Do
- Provide comprehensive secretarial and receptionist support to the manager.
- Manage the manager’s diary, appointments, and meeting arrangements, including logistics for virtual meetings.
- Coordinate meetings, workshops, and stakeholder engagements, preparing agendas and recording minutes.
- Receive and distribute correspondence, ensuring proper tracking of official documents.
- Maintain electronic and physical filing systems, ensuring confidentiality and accessibility of information.
- Liaise with travel agencies to arrange official travel and accommodation, verifying travel documentation.
- Assist with administrative tasks, including travel claims, resource management, and logistical support.
- Communicate with stakeholders on behalf of the manager and follow up on outstanding matters.
- Stay updated on relevant public service legislation and departmental procedures.
What You’ll Need
- A Grade 12 certificate (NQF 4) with typing as a subject or a related qualification.
- Knowledge and experience in general office and provisioning administration.
- Proficiency in Microsoft Office and awareness of departmental procedures regarding finances and budgeting.
- Excellent communication skills, both written and verbal, along with good telephone etiquette.
- Strong organizational and planning skills, with a high level of reliability and discretion.
How to Apply
Applications can be submitted by hand delivery during office hours to 20 Steve Biko Street, Agriculture Place, Arcadia, Pretoria, 0002 or by email [email protected].
Requirements
A Grade 12 (NQF 4) with typing as a subject or related training course / qualification that will enable the person to perform the work satisfactorily.Knowledge and experience in general office and provisioning administration.
Knowledge and experience in Microsoft office and knowledge of departmental procedures regarding finances and budgeting.
Good telephone etiquette, computer literacy, organisational and planning, high level of reliability and good communication (written and verbal) skills.
Ability to act with tact and discretion.
Job Duties
Provides a secretarial/ receptionist support service manager: Receives and screen telephones calls, receive visitors and refer enquiries to the appropriate officials.Manages the Manager’s diary, appointments, meetings and arrangements, including coordinating venues and virtual meetings.
Arrange and coordinate meetings, workshops, stakeholder engagements, including agendas, meeting packs, minutes and action registers where required.
Receive, records, distribute and track correspondence, submissions, memoranda and other official documents.
Provides a clerical support in the preparation, formatting, filing, copying and distribution of letters, reports, submissions and presentations.
Maintains effective electronic and physical filing systems, registers and records, ensuring that information is secure, confidential and readily accessible.
Liaise with travel agencies and relevant officials to arrange official travel and accommodation and verifies travel documentation and arrangements.
Assist with travel claims, office resource and other administrative and logistical arrangements as required.
Coordinates communication and follows up on outstanding matters, information, documentation and actions on behalf of the Manager.
Provides administrative support to the Directorate in dealing with internal and external stakeholders, including provincial departments and other government institutions.
Remains up to update with and applies relevant Public Service and departmental legislation, prescripts, policies, procedures and guidelines applicable to the work environment.
