About the Role
The South African Police Service is seeking a dedicated Secretary to join its team in Pretoria. This role is essential to support the Office of the Component Head: Corporate Communication and Liaison. By providing administrative and secretarial support, you will play a crucial part in ensuring that the department operates smoothly, ultimately benefiting the community and enhancing public service. Your work will help maintain effective communication both within the department and with external stakeholders, making a tangible impact on the quality of service offered to the public.
In this vibrant city, the role of Secretary is not just about managing schedules and documents; it involves facilitating efficient operations that contribute to the safety and well-being of South Africans. You’ll be at the heart of communication efforts, liaising with various stakeholders, and ensuring that critical information flows seamlessly. This position provides a unique opportunity to be part of a vital public service initiative aimed at enhancing community relations and promoting transparency in governance.
About the Department
The South African Police Service is committed to upholding the law and ensuring the safety and security of all citizens. With a mission to build and maintain a safe and secure environment for the public, the department focuses on fostering community trust through transparency and effective communication. Working here means being part of a dynamic team that strives to enhance public safety, making a real difference in the lives of people across the nation.
What You’ll Do
- Provide secretarial and administrative support to the Component Head
- Manage incoming calls and enquiries, ensuring professional communication
- Type reports, correspondence, and official documents
- Handle confidential information with care and discretion
- Keep accurate records of meetings and monitor document flow
- Liaise with internal and external stakeholders on relevant matters
- Organize the Component Head’s diary and manage appointments
- Welcome visitors and provide general reception services
- Arrange meetings, workshops, and conferences, including catering and venue bookings
- Make travel and accommodation arrangements as needed
- Maintain an organized filing and record-keeping system
- Operate standard office equipment efficiently
What You’ll Need
- Proficiency in English and at least one other official language
- Grade 12 / Senior Certificate / NCV Level 4 or equivalent qualification
- Relevant courses in office administration will be an advantage
- General computer literacy (MS Word, Excel, PowerPoint, and Outlook)
- Strong verbal and written communication skills
- Excellent planning, organizing, and problem-solving abilities
- Ability to work under pressure and during extended hours
- Strong interpersonal skills, with a focus on customer service
How to Apply
Please refer to the application instructions below.
Requirements
Applicants must display competency in the core functions of the post.Be proficient in at least English and one other official language.
Be a citizen of the Republic of South Africa of which documentary proof must be furnished on the day of the interview.
Be in possession of Grade 12 / Senior Certificate / NCV Level 4 or equivalent qualification (NQF level 4 as recognized by SAQA).
Relevant courses in the field of the post will serve as an added advantage.
Knowledge, skills and competencies: General Computer literacy skills (MS Word, MS Excel, MS Office, MS PowerPoint and MS Outlook).
Demonstrate competency in acting Independently, Professionally, Accountable and with Credibility.
Good verbal and written communication skills.
Sound planning, organizing, administrative and problem-solving skills.
Strong interpersonal skills.
Customer focus and responsiveness.
Be willing to work under pressure and extended hours.
Job Duties
Render secretarial and administrative support services to the Office of the Component Head: Corporate Communication and Liaison.Answer and screen incoming telephone calls and enquiries.
Type reports, correspondence, minutes, agendas and other official documents.
Handle confidential documents and information.
Keep records of minutes and monitor the flow of documents within the office.
Liaise with internal Components, Sections and external stakeholders on matters relating to the Office; Manage the diary, appointments and schedules of the Component Head.
Receive and attend to visitors in a professional manner; Remind the Component Head of scheduled meetings, appointments and deadlines.
Ensure the procurement and serving of refreshments during meetings.
Arrange and book venues for meetings, workshops and conferences.
Make travel and accommodation arrangements and process related claims.
Maintain an effective record-keeping, filing and bring-forward system.
Operate standard office equipment such as telephones, computers and photocopiers.
Render general reception services.
