About the Role
The Department of Public Service and Administration is seeking a dedicated Secretary to join its vibrant team in Pretoria, Gauteng. This role is crucial in providing a comprehensive secretarial and reception support service to the Director, ensuring smooth day-to-day operations within the department. By facilitating effective communication and organization, you will play a vital part in enhancing the efficiency of public service operations that directly affect the community.
As a Secretary, you will be at the heart of the department, assisting with various administrative tasks that are essential for the successful execution of the Director’s duties. Your contributions will help the department maintain its commitment to serving the public effectively, making this role not just a job but a meaningful opportunity to make a difference in South Africa.
About the Department
The Department of Public Service and Administration is dedicated to promoting and enhancing the quality of public service in South Africa. Its mission revolves around ensuring that government services are delivered efficiently and effectively, with an unwavering focus on transparency and accountability. Working in this department means being part of a larger effort to improve the lives of South Africans through dedicated public service.
What You’ll Do
- Provide secretarial and reception support to the Director.
- Manage incoming calls and refer them appropriately.
- Maintain and organize the Director’s diary, recording appointments and events.
- Type documents and correspondence for the Director and other staff members.
- Operate office equipment, including computers and photocopiers.
- Arrange travel logistics and process travel claims for the unit.
- Organize meetings and events, including venue selection and scheduling.
- Prepare and distribute minutes of meetings as required.
- Maintain filing systems and administer related documentation.
- Ensure compliance with public service policies and procedures to support the Director effectively.
What You’ll Need
- A minimum of a Grade 12 Certificate or relevant equivalent.
- Proficiency in computer literacy, including Microsoft Word, Excel, and PowerPoint.
- Strong organizational skills and good telephone etiquette.
- Excellent people skills and the ability to communicate effectively with diverse groups.
- Capability to act with tact and discretion 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.
