About the Role
The Department of Public Service and Administration is looking for a dedicated Secretary to join their team in Pretoria, Gauteng. This crucial role involves providing comprehensive secretarial and receptionist support to the Director, ensuring that the office operates smoothly and efficiently. As a Secretary, you will be at the heart of the public service, facilitating communication, scheduling appointments, and managing important documentation that supports the work of the senior manager and the entire unit.
In this role, you will contribute significantly to the community by ensuring that essential administrative functions are performed effectively. You will help uphold the standards of public service, which ultimately benefits citizens and enhances the operational capacity of the department. Your organizational skills and attention to detail will play a vital part in supporting the Director’s engagements and initiatives in Gauteng.
About the Department
The Department of Public Service and Administration is dedicated to improving the lives of South Africans by promoting effective and responsive government services. With a focus on transparency, efficiency, and accountability, this department works to ensure that public administration meets the needs of its citizens. Working within this department means being part of a mission to foster a capable, ethical, and transparent public service that upholds the values of democracy and service delivery.
What You’ll Do
- Provide secretarial and reception support to the Director and the unit.
- Manage incoming calls and direct them to the appropriate personnel.
- Schedule appointments and organize the Director’s diary.
- Prepare documents and reports as required by the senior management team.
- Operate office equipment, including computers and photocopiers.
- Coordinate travel arrangements and manage related documentation.
- Organize meetings and events, including venue selection and logistics.
- Maintain accurate records of meetings and draft minutes as necessary.
- Handle procurement for standard office supplies and refreshments.
- Ensure compliance with public service policies and procedures.
What You’ll Need
- A Grade 12 Certificate or equivalent qualification.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Excellent telephone etiquette and communication skills.
- Strong organizational abilities and attention to detail.
- Ability to work well with people from diverse backgrounds.
- 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.
