About the Role
The Department of Public Service and Administration is seeking a dedicated Secretary for the Southern Corridor. This pivotal role, based in Pretoria, contributes significantly to the smooth operation of the executive authority’s office. Your work will directly impact the efficiency of public service in South Africa, ensuring that essential administrative tasks are handled with professionalism and care.
As the Secretary, you will be the first point of contact for visitors and callers, playing a crucial role in representing the office. Your ability to coordinate appointments, manage communication, and provide clerical support will not only enhance the workflow in the office but also strengthen the ties between the public and the government. This is an opportunity to serve your community while gaining valuable experience in the public sector.
About the Department
The Department of Public Service and Administration is committed to improving the efficiency and effectiveness of public service delivery in South Africa. With a focus on fostering an accountable and responsible government, the department works tirelessly to ensure that the needs of the public are met with integrity and excellence. Joining this department means being part of a larger mission to uphold the values of transparency and service within the government.
What You’ll Do
- Provide secretarial and receptionist support to the executive authority’s office.
- Manage incoming calls and direct them to the appropriate personnel.
- Welcome and assist visitors to the office, ensuring a positive experience.
- Coordinate appointments and meetings, including liaising with travel agencies for arrangements.
- Type documents and draft routine correspondence and reports.
- Organize meetings and events, including venue selection and catering arrangements.
- Maintain office supplies and manage the procurement of standard items.
- Keep up to date with relevant policies and procedures to support the office’s operations.
What You’ll Need
- A minimum of Grade 12 with typing as a subject or equivalent qualification.
- No criminal record or pending cases.
- Excellent communication skills with the ability to engage with individuals from diverse backgrounds.
- Proficiency in computer use, including office software.
- Strong organizational abilities and reliability in task execution.
- Basic written communication skills and knowledge of telephone etiquette.
- A professional appearance and demeanor, with the ability to act with 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 to the specified address below.
Requirements
Grade 12 with typing as a subject or any other training course/qualification that will enable the person to perform the work satisfactorily.No criminal record or 219 any pending cases against you.
Knowledge and Skills: Language skills and the ability to communicate well with people at different levels and from different backgrounds.
Good telephone etiquette.
Computer literacy.
Sound organizational skills.
High level of reliability.
Basic written communication skills.
Ability to act with tact and discretion.
Good grooming and presentation.
Job Duties
Provide a secretarial/receptionist support service to the office of the executive authority.This would, inter alia, entail the following: Receive telephone calls and refer the calls to the correct persons.
Receive visitors to the office of the executive authority.
Co-ordinate appointments with the appointment’s secretary.
Type documents for the staff within the office.
Operate office equipment like fax machines and photocopiers.
Provide a clerical support service to the office.
This would, inter alia, entail the following: Liaise with travel agencies to make travel arrangements for the staff of the office and the executive authority.
Arrange meetings and events for the office of the executive authority.
Identify venues, invite role players and organise refreshments.
Process the travel and subsistence claims of the staff of the office of the executive authority.
Draft routine correspondence and reports.
Administer matters like leave registers and telephone accounts.
Handle the procurement of standard items like stationery, refreshments, etc.
Remain up to date with regard to prescripts/policies and procedures applicable to her/his work terrain.
This would, inter alia, entail the following: Study the relevant Public Service and departmental prescripts/policies and other documents to ensure that the application thereof is understood properly.
Remain abreast with the procedures and processes that apply in the office of the executive authority.
