About the Role
The Department of Defence is seeking a Senior Secretary based in Pretoria. This role is vital as it provides essential secretarial support to the Director, ensuring the smooth operation of daily activities and facilitating effective communication within the department. Serving the public in this capacity means you will play a crucial role in helping the department function efficiently, ultimately contributing to the safety and security of South Africa.
In this position, you will be at the heart of the government’s public service, directly supporting the Director with various administrative tasks. Your contributions will not only streamline day-to-day operations but also enhance the department’s ability to deliver on its mission. This role is perfect for someone who enjoys organization and thrives in a dynamic environment, making it an excellent opportunity for professionals looking to make a significant impact.
About the Department
The Department of Defence is committed to safeguarding the nation’s interests and maintaining peace and security within South Africa. It plays a pivotal role in ensuring the country’s safety through strategic planning and operations. Working here means being part of a dedicated team that values service, integrity, and excellence, where your efforts contribute directly to the well-being of the nation.
What You’ll Do
- Provide comprehensive secretarial support to the Director, managing appointments and events.
- Handle incoming calls, ensuring they are directed to the appropriate personnel.
- Organize travel arrangements and process travel claims for the Director.
- Schedule and coordinate meetings, including venue booking and refreshments.
- Maintain an efficient filing system and manage correspondence.
- Draft routine correspondence and reports, ensuring adherence to departmental standards.
- Administer leave and manage the procurement of office supplies.
- Keep abreast of procedures and departmental policies to provide effective support.
What You’ll Need
- A minimum of Grade 12/NQF Level 4 is required.
- Previous secretarial experience is advantageous.
- Strong organizational and interpersonal skills.
- Proficiency in MS Word, Excel, and PowerPoint; good telephone etiquette is essential.
- Ability to communicate effectively with individuals at various levels.
- High reliability and a tactful approach to handling sensitive matters.
How to Apply
Submit your completed application using one of the following methods, post: The Director-General, Department of Electricity and Energy, Private Bag X96, Pretoria, 0001, or hand deliver at Matimba House Building 192 Visagie Street (Corner Paul Kruger & Visagie Street), Pretoria, or email directly to the email address dedicated to a specific post. General enquiries may be brought to the attention of Ms M Palare Tel No: (012) 406 7426.
Requirements
A minimum of Grade 12/NQF Level 4.Secretarial experience will be an advantage.
Special requirements (skills needed): Language skills and the ability to communication well with people at different levels.
Computer literate (MS Word, Excel and Power Point) and good telephone etiquette.
Sound organisational skills.
Good inter-personal skills.
High level of reliability.
Good communication skills.
Ability to act with tact and discretion.
Job Duties
Provide a secretarial support service to the Director.Receive telephone calls and refers the calls to the correct role.
Record appointments and events in the dairy of the Director.
Operate office equipment like fax and photocopying machine.
Liaises with travelling agencies to make travelling arrangements for Chief Director.
Processes travel and subsistence claims for Director.
Follow up the arrangements and discuss with the Chief Director when the relevant documents are received to ensure that the Director endorsed the accommodation prior confirmation.
Arrange meetings and events for Director.
Book venues, invites role player, organise refreshments and set up schedules for meetings and events.
Process all invoices that emanate from activities of the work of the Director.
Records basic minutes of the meetings of the Director.
Draft routine correspondence and reports.
Establish and maintain filing system in the office of the Director.
Administers matters like the leave for the Director.
Handle the procurement of standard items like stationary, refreshments etc.
Collect all relevant documents to enable the Director to prepare for meetings.
Manage the correspondences in and out of the Director’s office.
Ensure that documents submitted for the Director’s approval adhere to set norms and standards.
Remain abreast with the procedures and processes that apply in the DOD to ensure efficient and effective support to the Director.
Study the relevant Public Service and departmental prescripts/ policies and other documents to ensure that the application thereof is understood properly.
