SECRETARY

This position offers an opportunity to serve as a Secretary within the Land Reform Information Management, Risk and Compliance directorate, based in Gauteng (Pretoria). The role is central to the smooth running of the director’s office, providing a full range of secretariat, receptionist, clerical and administrative support services. As the first point of contact for the unit, the secretary will manage incoming telephone calls, directing them to the appropriate officials when they are not intended for the senior manager, and will also record appointments and events in the diary. The work requires a professional, organised and discreet individual who can interact confidently with people at all levels and from diverse backgrounds, both in writing and verbally.

To be considered, applicants must hold a Grade 12 Certificate or an equivalent qualification. The role demands solid computer literacy, particularly in Microsoft Word, Excel and PowerPoint, as well as good telephone etiquette, sound organisational ability and strong people skills. The ability to act with tact and discretion is essential, given the sensitive nature of the director’s work and the confidential information that may be handled. The successful candidate will be expected to apply these skills across a wide range of duties, including typing documents for the senior manager and other unit staff, operating office equipment such as computers and photocopiers, and providing general clerical support.

A significant part of the role involves arranging meetings and events. This includes identifying suitable venues, inviting role players, organising refreshments and setting up schedules. The secretary will also liaise with travel agencies to make travel arrangements and check the relevant documents once received. In addition, the post requires processing travel and subsistence claims for the unit, handling invoices arising from the senior manager’s activities, and recording basic minutes of meetings where required. Routine correspondence and reports must be drafted, and filing for the senior manager and the unit must be maintained. The secretary will also administer matters such as leave registers and telephonic accounts, receive, record and distribute incoming and outgoing documents, and handle the procurement of standard items like stationery and refreshments. Collecting all relevant documents to enable the director to prepare for meetings is another key responsibility.

The role also carries an expectation of continuous learning. The incumbent must remain up to date with public service and departmental prescripts, policies and procedures applicable to the work environment, and study relevant documents to ensure they are properly understood. Keeping abreast of the procedures and processes that apply in the office of the senior manager is vital to providing efficient and effective support. This is a permanent government position at salary level 05, and the employer is committed to employment equity targets, with specific consideration for African, Coloured, Indian and White males and females, as well as persons with disabilities. This summary reflects the full scope of the role, and interested candidates should review the application instructions and closing date carefully before submitting their application.