About the Role
The Department of Transport and Public Works is seeking a dedicated and organized Secretary to join their team in Pretoria, Gauteng. This role offers a unique opportunity to contribute to the public service, ensuring that the Director has reliable support in managing their daily responsibilities. As a Secretary, you will play a vital role in the smooth operation of the office, assisting with communication, scheduling, and documentation, which are essential in facilitating effective governance and public service delivery.
Your contributions will directly impact the community by ensuring that the department functions efficiently and effectively. This role not only requires excellent organizational skills but also a commitment to serving the public, making it a meaningful opportunity for those passionate about enhancing government operations in South Africa.
About the Department
The Department of Transport and Public Works is committed to promoting sustainable transport and infrastructure development in South Africa. Through its various initiatives, the department aims to improve accessibility, enhance safety, and foster economic growth within communities. Working here means being part of a team that strives to create effective transport solutions and public works projects that benefit all citizens.
What You’ll Do
- Provide secretariat and receptionist support to the Director, ensuring effective communication.
- Manage and record appointments and events in the Director’s diary.
- Type and prepare documents for the Director and other staff within the unit.
- Operate office equipment such as computers and photocopiers efficiently.
- Liaise with travel agencies to arrange travel for the Director and check travel arrangements.
- Organize meetings and events, including venue selection and refreshments.
- Process travel and subsistence claims as well as invoices related to the Director’s activities.
- Record basic minutes of meetings when required and draft routine correspondence.
- Maintain filing systems for documents and assist with administrative tasks.
- Stay updated on public service policies and procedures to provide informed support.
What You’ll Need
- A Grade 12 Certificate or relevant equivalent.
- Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
- Good telephone etiquette and sound organizational abilities.
- Strong people skills with the ability to communicate effectively with diverse individuals.
- Tact and discretion in handling confidential information and communications.
- A proactive approach to learning and applying departmental policies.
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.
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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.
