About the Role
The Department of Public Service and Administration is seeking a dedicated Secretary to join its dynamic team in Pretoria, Gauteng. This role is essential in providing vital secretarial and clerical support to the Director, ensuring the smooth operation of the office. As a Secretary, you will be the backbone of the administrative functions, helping to facilitate communication and manage schedules efficiently. Your contributions will directly impact the effectiveness of public service delivery, making a real difference in the community.
In this position, you will engage with various stakeholders, manage appointments, and assist in the organization of meetings and events. Your role is crucial in maintaining the flow of information and ensuring that all administrative tasks are executed seamlessly. By supporting the Director and the unit, you will play a significant part in enhancing the public service environment, ultimately benefiting the citizens of South Africa.
About the Department
The Department of Public Service and Administration is committed to fostering a competent, accountable, and responsive public service. Its mission is to ensure that government services are delivered efficiently and effectively to meet the needs of the community. Working in this department means being part of a team dedicated to upholding the principles of good governance and enhancing the quality of life for all South Africans.
By joining this department, you will be contributing to a mission that values transparency, inclusivity, and collaboration. Your work will help build a better public service, ensuring that it remains accessible and beneficial to every citizen.
What You’ll Do
- Provide secretarial and receptionist support to the Director.
- Manage incoming calls and direct them to appropriate personnel.
- Record appointments and maintain the Director’s diary.
- Type documents and correspondence for the Director and team.
- Operate office equipment such as printers and photocopiers.
- Organize travel arrangements and check relevant documentation.
- Arrange meetings and events, including venue selection and catering.
- Process travel claims and invoices related to the unit’s activities.
- Take basic minutes during meetings and draft routine reports.
- Maintain document filing systems and manage incoming and outgoing correspondence.
- Procure standard office supplies and refreshments.
- Stay updated with departmental policies and procedures relevant to your role.
What You’ll Need
- A Grade 12 Certificate or equivalent qualification.
- No prior experience required.
- Proficiency in computer skills (MS Word, MS Excel, PowerPoint).
- Good telephone etiquette and sound organizational skills.
- Strong interpersonal skills with the ability to communicate effectively across various levels.
- Basic written communication skills.
- Ability to act with discretion and tact.
How to Apply
Applications can be submitted by hand delivery during office hours to the Office of the Chief Registrar of Deeds at 600 Lilian Ngoyi Street, Pretoria, 0083.
Requirements
Minimum requirements: Applicants must be in a possession of Grade 12 Certificate or relevant equivalent qualification.No experience required.
Job related knowledge: Computer literacy (MS Word, MS Excel, PowerPoint, etc.
).
Job related skills: Good telephone etiquette.
Sound organisational skills.
Good people skills.
Computer literacy.
Language skills and ability to communicate well with people at different levels and from different backgrounds.
Basic written communication skills.
Ability to act with tact and discretion.
Job Duties
Provide a secretarial / receptionist support service to the Director.Receive telephonic calls and refers the calls to the correct role players if not meant for the relevant senior manager.
Record appointments and events on the diary.
Types documents for the senior manager and other staff within the unit on a word processes.
Operate office equipment e.
g.
printers and photocopiers.
68 Provide a clerical support service to the senior manager.
Liaise with travel agencies to make travel arrangements.
Checks the arrangements when relevant documents are received.
Arrange meetings and events for the senior manager and other staff in the unit.
Identifies venues, invites 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 the meetings of the senior manager where required.
Draft routine correspondence and reports.
Do filling 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.
Collect 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.
Remain abreast with the procedures and processes that apply in the office of the senior manager.
