About the Role
The Department of Public Service and Administration is seeking a dedicated Secretary to join their team in Pretoria, Gauteng. This pivotal role supports the Director by providing essential secretarial and administrative services that keep the Department functioning smoothly. The Secretary will play a vital role in managing communications, scheduling appointments, and ensuring that the operational needs of the unit are met efficiently. By facilitating effective office management, this position directly contributes to the public service, enhancing the community’s access to vital government functions.
In this role, you will be at the heart of a dynamic environment, where your organizational skills and attention to detail will make a significant impact. As a Secretary, you will not only handle administrative tasks but also act as a point of contact for various stakeholders, ensuring that all interactions reflect the professionalism and commitment of the Department. Your contributions will help streamline processes and enable senior management to focus on key initiatives that benefit the community.
About the Department
The Department of Public Service and Administration is dedicated to promoting efficient and effective public service delivery within South Africa. Its mandate includes overseeing the implementation of policies and practices that enhance the functionality of government departments and agencies. Working here means being part of a team that strives to improve public service standards, ensuring that citizens receive the support and services they need.
Joining this department presents a unique opportunity to contribute to the betterment of society through public service. You will engage with a diverse range of issues and collaborate with committed professionals who are passionate about making a difference in the lives of South Africans.
What You’ll Do
- Provide secretarial support and administrative assistance to the Director
- Manage incoming calls and direct them to the appropriate personnel
- Schedule and record appointments and events in the Director’s diary
- Type documents and correspondence for the Director and other staff
- Operate office equipment, including computers and photocopiers
- Liaise with travel agencies to arrange travel for the senior management
- Organise meetings and events, including venue selection and refreshments
- Process travel claims and manage invoices related to departmental activities
- Maintain accurate records and filing systems
- Draft routine correspondence and minutes of meetings as required
What You’ll Need
- A minimum of a Grade 12 Certificate or equivalent
- Proficiency in computer applications, particularly Microsoft Word, Excel, and PowerPoint
- Excellent telephone etiquette and interpersonal skills
- Strong organizational abilities and attention to detail
- Effective communication skills, both written and verbal
- Ability to work discreetly and handle 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].
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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.
