Secretary to Director: Agricultural Producer Support

Overview

Provide secretarial and receptionist support to a senior manager in the Northern Cape Department of Agriculture, requiring a Senior Certificate and two years' experience.

Requirements

• A Senior Certificate with at least 2 years’ experience working as a secretary;
• Knowledge of procedures and process applied in office management; must be computer literate (Ms Word, power point, excel, Ms Outlook and the use of internet), Communication skills (verbal and written) and the ability to communicate well with persons at different levels and from different backgrounds;
• Ability to perform under pressure.
• General office administration, document and file management.
• Willingness to occasionally work after hours when required.
• Ability to organize/prioritize tasks and effectively manage time.
• Knowledge of departmental policies and procedures.
• A Valid Driver’s license will be an added advantage.

Duties

• Render a secretarial/ receptionist support service to the Senior Manager;
• Receive and screen telephone calls for the Senior Manager;
• Manage the diary of the Senior Manager and prioritize appointments if necessary;
• Plan, organize, co-ordinate and manage documentation flow in the office of the Senior Manager;
• Perform advanced typing work;
• Operate and ensure that office equipment, e.g. fax machine and photocopier are in a good working order;
• Ensure that guests are received in such a way as to enhance the professional image of the Office.
• Provide logistical support to the Senior Manager and/ or the component (travel, accommodation and processing of claims);
• Arrange meetings, workshops and events for the Senior Manager and other staff in the Unit, identify venues, invite role players, organize refreshments and ensure that all relevant documentation is available;
• Prepare agendas and record minutes of meetings of the manager and the Unit;
• Draft letters, memorandums and compile reports.
• Taking minutes in meetings and minute writing.
• Do filing of documents;
• Administer leave registers;
• Collect and/or co-ordinate information for the Senior Manager, as required, peruse agendas and meeting documents to identify relevant documentation that need to be available to the manager for the meeting.
• Remain up to date with regard to the applicable prescripts/ policies and procedures applicable to his/ her work terrain to ensure efficient and effective support to the manager.

How to apply

Post Name and quote the relevant reference number. The applications can be posted to: Department of Agriculture, Environmental Affairs, Rural Development and Land Reform, Private Bag X5018, Kimberley, 8301 or Email to: blommiejacobs@ncpg.gov.za or Hand delivered applications may be submitted at reception, Temothuo House, Old Kimberlite Hotel, 162 George Street, Kimberley. FOR ATTENTION : Mrs. L. Phayane

Enquiries: Ms. L. Senosi at 082 559 6648

Notes

Preference will be given to candidates within the respective districts. Applications quoting the relevant reference number must be submitted on the new form Z83, obtainable from any Public Service Department or on the internet at www.gov.za/documents. Received applications using the incorrect application for employment (old Z83) will not be considered. Failure to do so, your application will be disqualified. Each post(s) advert must be accompanied by its own application form for employment and must be fully completed, initialled and signed by the applicant as instructed below. Failure to fully complete, initial and sign the Z83 form will lead to disqualification of the application during the selection process. All fields of Section A, B, C and D of the Z83 must be completed in full. Section E, F, G (Due to the limited space on the Z83 it is acceptable for applicants to indicate refer to CV or see attached. However, the question related to conditions that prevent re-appointment under Part “F” must be answered and declaration signed. Only an updated comprehensive CV (with detailed previous experience if any) and a completed and signed new Z83 application form is required. Only shortlisted candidates will be required to submit certified copies of qualifications and other related documents on or before the day of the interview following the communication from Human Resources and such qualification(s) and other related document(s) will be in line with the requirements of the advert. Non-RSA Citizens/Permanent Resident Permit holders in possession of foreign qualifications must be accompanied by an evaluation report issued by the South African Qualification Authority (SAQA) (only when shortlisted). The Department does not accept applications via fax. Applicants who do not comply with the abovementioned instructions/ requirements, as well as applications received late will not be considered. Failure to submit all the requested documents will result in the application not being considered. Correspondence will be limited to shortlisted candidates only. If you have not been contacted within eight (8) weeks after the closing date of this advertisement, please accept that your application was unsuccessful. All shortlisted candidates, including the SMS, shall undertake two pre-entry assessments. One will be a practical exercise to determine a candidate’s suitability based on the post’s technical and generic requirements and the other must be an integrity (ethical conduct) assessment. Suitable candidates will be subjected to a personnel suitability check (criminal record, citizenship, credit record checks, qualification verification and employment verification). Please note by responding to the advertisement, you consent to the collection, processing, and storing of your Personal Information in accordance with the Protection of Personal Information Act (POPIA) Your information will be used solely for the purpose of this promotion and will not be shared with third parties without prior consent unless required by law. The Department reserves the right not to make any appointment(s) to the below advertised post(s). The successful candidate will be expected to sign a performance agreement. The Department is an equal opportunity affirmative action employer. The Employment Equity Plan of the Department shall inform the employment decision. It is the Department’s intention to promote equity (race, gender and disability) through the filling of this post(s). OTHER POSTS