Secretary

Overview

Secretary providing receptionist and administrative support to the Director in Polokwane, requiring Grade 12 and computer literacy.

Requirements

• Minimum requirements: Applicants must be in possession of a Grade 12 Certificate.
• 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.

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.

How to apply

Applications can be submitted by hand delivery during office hours to: 61 Biccard street, Polokwane, 0700 or by email to Post141@dlrrd.gov.za

Enquiries: Mr LS Mahasha Tel No: (015) 495 1956

Notes

EE Targets: African, Coloured, Indian and White Males and African, Coloured, Indian and White Females and Persons with Disabilities. To apply, submit a completed Z83 form and detailed Curriculum Vitae (PDF document to a maximum of 10 megabytes) via e-mail or hand delivery. The Department will not be held responsible for server delays. Late applications due to technical issues will not be considered. Shortlisted candidates must provide certified copies of required documents (Identity Document, qualifications, etc) where necessary and service certificates to support senior management experience to Human Resources before the interviews, including South African Qualifications Authority (SAQA) evaluation reports for foreign qualifications. Failure to comply will result in disqualification. B To be appointed at Senior Management Service (SMS) level, you must complete the SMS Pre- entry programme offered by the National School of Government (NSG). Find course details here: https://www.thensg.gov.za/training-course/sms-pre-entry- programme/ appointment is subject to successful completion of the Nyukela Programme: Pre-entry Certificate to SMS and submission of proof. Shortlisted applicants for the advertised vacancies will undergo two pre-entry assessments: a practical assessment and an integrity assessment, both of which form part of the selection criteria after the interview. All shortlisted candidates for SMS posts will be subjected to a technical exercise and interview. Following the technical exercise and interview, a maximum of three (3) SMS candidates will undergo psychometric assessments to assess cognitive capabilities, behavioural preferences, emotional intelligence, and integrity. NB: Please note that false or fraudulent qualifications submitted by applicants will be reported to the South African Police Services (SAPS), and a criminal case shall be opened. Applications: Please submit your application before the closing date as late applications will not be considered. Do not submit duplicate applications. If applying for multiple posts, submit separate applications for each post. Applications submitted via email will be acknowledged via an automated response. Applications received manually will not be acknowledged due to high volumes of applications received. If you have not heard from us within 3 months, please consider your application to be unsuccessful. Should, during any stage of the recruitment process, a moratorium be placed on the filling of posts or the Department is affected by any process such as, but not limited to, restructuring or reorganisation of posts, the Department reserves the right to cancel the recruitment process and re- advertise the post at any time in the future. Important: DLRRD is an equal opportunity employer committed to promoting representivity and affirmative action. We encourage applications from all qualified candidates. The Department reserves the right not to fill vacancies. By applying you consent to the collection and processing of your personal information for recruitment purposes. Shortlisted candidates will be required to be available for assessments and interviews at a date and time as determined by the Department. Shortlisted candidates will undergo personnel suitability checks, security vetting and reference checks (including social media profiles). Applications must declare any pending criminal, disciplinary or any other allegations or investigations. Successful candidates must pass security clearance, sign an employment contract, sign an annual performance agreement and disclose financial interests. All applicants are required to declare any conflict or perceived conflict of interest, to disclose memberships of Boards and directorships that they may be associated with. Failure to disclose relevant information may result in disqualification or termination. MANAGEMENT ECHELON