About the Role
The Department of Public Service and Administration is seeking a dedicated Secretary to join its team in Pretoria, Gauteng. This pivotal role supports the Director and plays a significant part in ensuring the smooth operation of the office. By managing communications, schedules, and administrative tasks, you will contribute to the effectiveness of public service in South Africa. Your work will directly impact the efficiency of government operations and help enhance the delivery of essential services to the community.
As a Secretary, you will be at the heart of the department’s daily functions. Your responsibilities will include answering calls, maintaining the Director’s diary, and coordinating meetings and events. This role is crucial in fostering communication and collaboration within the team and with external stakeholders, ensuring that the department meets its objectives efficiently and effectively.
About the Department
The Department of Public Service and Administration is committed to promoting efficient, effective, and accountable governance within the South African public sector. By implementing policies and initiatives that enhance service delivery, the department ensures that citizens receive the quality of services they deserve. Working here means being part of a team dedicated to improving the lives of South Africans through innovative solutions and robust administrative support.
What You’ll Do
- Provide secretarial and receptionist support to the Director.
- Manage incoming calls and direct them to the appropriate personnel.
- Maintain and organize the Director’s diary, including recording appointments and events.
- Prepare documents and correspondence for the Director and other staff.
- Operate office equipment, such as computers and photocopiers, efficiently.
- Coordinate travel arrangements and verify necessary documentation.
- Organize and facilitate meetings and events, including venue selection and catering.
- Process travel claims and invoices related to departmental activities.
- Record minutes of meetings as required and assist with filing and document management.
- Administer leave registers and manage incoming and outgoing correspondence.
- Ensure compliance with departmental policies and procedures to support effective operations.
What You’ll Need
- A Grade 12 Certificate or relevant equivalent qualification.
- Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
- Strong telephone etiquette and communication skills.
- Excellent organizational and interpersonal abilities.
- Capacity to interact with a diverse range of individuals at various levels.
- Discretion and tact in handling sensitive information.
How to Apply
Applications can be submitted by hand delivery during office hours to: 600 Lilian Ngoyi Street (formerly known as Van Der Walt Street) Berea Park, Pretoria, 0001 or by email to [email protected].
Requirements
Minimum requirements: Applicants must be in possession of a Grade 12 Certificate or relevant equivalent.Job related knowledge: Computer literacy (Microsoft Word, Microsoft Excel, PowerPoint, etc.
).
Job related skills: Good telephone etiquette.
Sound organisational ability.
Good people skills.
Computer literacy.
Ability to communicate well with people at different levels and from different backgrounds (both written and verbal).
Ability to act with tact and discretion.
Job Duties
Provide a secretariat/receptionist support service to the Director.Receive telephone calls and refer the calls to the correct role players if not meant for the relevant senior manager.
Record appointments and events in the diary.
Type documents for the senior manager and other staff within the unit.
Operate office equipment e.
g.
computers and photocopiers.
Provide a clerical support service to the Senior Manager.
Liaise with travel agencies to make travel arrangements.
Check arrangements when relevant documents are received.
Arrange meetings and events for the senior manager and the staff in the unit.
Identifies venues, invite role players, organise refreshments and sets up schedules for meeting and events.
Process the travel and subsistence claims for the unit.
Process all invoices that emanate from the activities of the work of the senior manager.
Records basic minutes of meetings of the senior manager where required.
Draft routine correspondence and reports.
Do filing of documents for the senior manager and the unit where necessary.
Administer matters like leave registers and telephonic accounts.
Receive, records and distributes all incoming and outgoing documents.
Handle the procurement of standard items like stationary, refreshments etc.
Collects all relevant documents to enable the Director to prepare for meetings.
Remains up to date with regard to prescripts/policies and procedures applicable to her / his work environment to ensure efficient and effective support to the senior manager.
Study the relevant public service and the departmental prescripts / policies and other documents to ensure that the application thereof is understood properly.
Keep abreast with the procedures and process that apply in the office of the senior manager.
