SECRETARY

This position offers an opportunity to serve as a Secretary within the Provincial Secretariat of the Department of Community Safety, based in the Southern Corridor. The role is central to the smooth running of the office of the executive authority, providing both secretarial and receptionist support. As the first point of contact for visitors and callers, the secretary ensures that communications are handled professionally and routed to the correct officials. The work also involves coordinating appointments, typing documents, and operating office equipment such as fax machines and photocopiers. In addition to these front-office duties, the secretary provides clerical support that includes liaising with travel agencies for staff and executive travel, arranging meetings and events, identifying venues, inviting role players, and organising refreshments. The post also requires processing travel and subsistence claims, drafting routine correspondence and reports, and administering matters such as leave registers and telephone accounts. Procurement of standard items like stationery and refreshments also falls within the role’s scope.

To be considered, applicants must have a Grade 12 certificate with typing as a subject, or any other training course or qualification that enables satisfactory performance of the duties. A clean criminal record is essential, meaning no criminal offences or pending cases. The ideal candidate will possess strong language skills and the ability to communicate effectively with people at different levels and from diverse backgrounds. Good telephone etiquette, computer literacy, and sound organisational skills are required. The role demands a high level of reliability, basic written communication skills, tact, discretion, and good grooming and presentation. The ability to remain composed and professional when handling visitors and confidential matters is important.

The successful candidate will be expected to stay current with relevant Public Service and departmental prescripts, policies, and procedures, ensuring that all administrative tasks are performed in line with applicable regulations. This includes studying official documents to understand their application and remaining abreast of the procedures and processes specific to the executive authority’s office.

Applicants should note that the application process requires a fully completed and signed new Z83 form, accompanied by a recently updated comprehensive CV. Only shortlisted candidates will be asked to submit certified copies of qualifications. Foreign qualifications must be accompanied by a SAQA evaluation certificate. The department encourages youth, people with disabilities, and candidates from designated groups, including coloured, Indian, and white applicants, to apply. A confirmation of disability from a registered medical practitioner must be attached where applicable. All shortlisted candidates will undergo two pre-entry assessments: one practical exercise and one integrity or ethical conduct assessment. A personnel suitability check will also be conducted, covering vetting, criminal record, citizenship, credit record, qualification verification, and employment verification. The department reserves the right not to make an appointment and may use alternative recruitment processes. Placement will be according to corridor coordination and departmental needs. Applicants who do not receive feedback within three months of the closing date should consider their application unsuccessful.