About the Role
The Department of Public Service and Administration is seeking a dedicated Secretary for Security and Facility at its Head Office in Johannesburg. This role is essential in providing vital secretarial and receptionist support services to the office of the executive authority. By ensuring efficient communication and coordination, the Secretary plays a crucial role in facilitating the smooth operation of public service functions, which ultimately benefits the community. Your daily contributions will not just support the executive authority but will also enhance the overall effectiveness of the department, making a difference in the lives of South Africans.
In the bustling environment of Johannesburg, this position offers the opportunity to engage with a diverse range of stakeholders, from colleagues to visitors. The role embodies the spirit of public service, aiming to uphold the values of efficiency, reliability, and professionalism. By managing appointments, handling communications, and providing clerical support, you will be instrumental in creating an organized and welcoming atmosphere within the office.
About the Department
The Department of Public Service and Administration is committed to promoting efficient, effective, and accountable governance in South Africa. Its mandate includes enhancing service delivery across various sectors of public service, ensuring that all citizens receive the highest quality of service. Working in this department means contributing to a mission that is vital to the nation’s progress and development, making it a meaningful and rewarding career choice.
What You’ll Do
- Provide secretarial and receptionist support to the office of the executive authority.
- Manage incoming calls and direct them to the appropriate personnel.
- Welcome visitors and coordinate appointments with the appointment’s secretary.
- Type documents and manage office correspondence.
- Operate office equipment, including fax machines and photocopiers.
- Liaise with travel agencies to arrange travel for staff and the executive authority.
- Organize meetings and events, including venue selection and catering.
- Process travel and subsistence claims for the office staff.
- Maintain leave registers and manage telephone accounts.
- Handle procurement of standard office supplies.
- Stay updated on relevant policies and procedures to ensure smooth operations.
What You’ll Need
- Grade 12 qualification with typing as a subject or relevant training.
- No criminal record or pending cases.
- Strong communication skills to interact with diverse individuals.
- Proficiency in computer literacy and good organizational skills.
- High level of reliability and basic written communication abilities.
- Ability to act with tact, discretion, and maintain professional presentation.
How to Apply
Applications can be submitted by hand delivery during office hours to 20 Steve Biko Street, Agriculture Place, Arcadia, Pretoria, 0002 or by email [email protected].
Requirements
Grade 12 with typing as a subject or any other training course/qualification that will enable the person to perform the work satisfactorily.No criminal record or any pending cases against you.
Knowledge and Skills: Language skills and the ability to communicate well with people at different levels and from different backgrounds.
Good telephone etiquette.
Computer literacy.
Sound organisational skills.
High level of reliability.
Basic written communication skills.
Ability to act with tact and discretion.
Good grooming and presentation.
Job Duties
Provide a secretarial/receptionist support service to the office of the executive authority.This would, inter alia, entail the following: Receive telephone calls and refer the calls to the correct persons.
Receive visitors to the office of the executive authority.
Co-ordinate appointments with the appointment’s secretary.
Types documents for the staff within the office.
Operate office equipment like fax machines and photocopiers.
Provide clerical support to the office.
This would, inter alia, entail the following: Liaise with travel agencies to make travel arrangements for the staff of the office and the executive authority.
Arrange meetings and events for the office of the executive authority.
Identify venues, invite role players and organise refreshments.
Process the travel and subsistence claims of the staff of the office of the executive authority.
Draft routine correspondence and reports.
Administer matters like leave registers and telephone accounts.
Handle the procurement of standard items like stationary, refreshments etc.
Remain up to date with regard to prescripts/policies and procedures applicable to her/his work terrain.
This would, inter alia, entail the following: Study the relevant Public Service and 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 executive authority.
