SECRETARY LEGAL SERVICES

This position provides secretarial, reception and clerical support within the Corporate Management Services Directorate at the Department of Community Safety’s Head Office in Johannesburg. The successful candidate will be based in the office of the executive authority, playing an important role in ensuring that this senior office operates smoothly and professionally. This includes managing communications, welcoming visitors, organising the executive’s schedule, and handling a range of administrative tasks that keep the office functioning efficiently.

To be considered, applicants must have a Grade 12 certificate with typing as a subject, or an equivalent training course or qualification that enables them to perform the work satisfactorily. A clean criminal record is essential, with no pending cases against the applicant. The role requires strong language skills and the ability to communicate well with people at different levels and from diverse backgrounds. Good telephone etiquette, computer literacy, sound organisational skills, a high level of reliability, and basic written communication skills are also necessary. The incumbent must act with tact and discretion at all times, and maintain good grooming and presentation standards in keeping with the professional nature of the executive office.

The duties are wide-ranging and fall into two main areas. On the secretarial and reception side, the incumbent will receive telephone calls and refer them to the correct officials, receive visitors to the executive authority’s office, coordinate appointments with the appointments secretary, type documents for staff within the office, and operate office equipment such as fax machines and photocopiers. On the clerical support side, the role involves liaising with travel agencies to make travel arrangements for staff and the executive authority, arranging meetings and events by identifying venues, inviting role players and organising refreshments, processing travel and subsistence claims, drafting routine correspondence and reports, and administering matters such as leave registers and telephone accounts. The incumbent will also handle the procurement of standard items like stationery and refreshments.

Staying up to date is a key part of the job. The secretary must study relevant Public Service and departmental prescripts, policies and other documents to ensure they are applied correctly, and must remain abreast of the procedures and processes that apply within the office of the executive authority. This ensures that all administrative work is done in line with government regulations.

Shortlisted candidates will be required to undertake two pre-entry assessments: a practical exercise and an integrity assessment. Suitable candidates will also undergo personnel suitability checks, including vetting, criminal record, citizenship, credit record, qualification verification and employment verification. The department encourages youth, people with disabilities, and candidates from coloured, Indian and white population groups to apply; applicants with disabilities must attach confirmation from a registered medical practitioner. The department reserves the right not to make an appointment. Due to the high volume of applications, correspondence will be limited to shortlisted candidates only, and applicants who do not receive a response within three months should accept that their application was unsuccessful.