SECRETARY

This position is for a Secretary within the Directorate of Strategic Institutional Partnerships, based in Gauteng (Pretoria). The role provides comprehensive secretariat and receptionist support to the Director, ensuring the smooth running of the office and enabling the senior manager to focus on strategic priorities. As part of a government department, the secretary acts as the first point of contact for telephone callers and visitors, manages the Director’s diary, and coordinates administrative processes that support the entire unit. The post is a level 5 role within the public service structure, and the successful candidate will work in a policy-driven environment that requires professionalism, accuracy, and the ability to handle multiple tasks simultaneously.

To be considered, applicants must have a Grade 12 Certificate or an equivalent qualification. The role demands computer literacy in Microsoft Word, Excel, and PowerPoint, as well as sound organisational ability, good people skills, and excellent telephone etiquette. The ability to communicate effectively with individuals at different levels and from diverse backgrounds, both in writing and verbally, is essential. Discretion and tact are also critical, as the secretary will handle sensitive information and interact with senior officials and external stakeholders. A good understanding of public service prescripts and departmental policies is expected, and the incumbent must be willing to continuously study relevant documents to remain up to date.

The duties are wide-ranging and include receiving and directing telephone calls, recording appointments and events in the diary, typing documents for the senior manager and other staff, and operating office equipment such as computers and photocopiers. The secretary provides clerical support, liaises with travel agencies to arrange travel, and verifies travel arrangements when relevant documents are received. Meeting and event coordination is a key responsibility: identifying venues, inviting role players, organising refreshments, and setting up schedules. The role also involves processing travel and subsistence claims for the unit, handling invoices related to the senior manager’s activities, and recording basic minutes of meetings where required. Other administrative tasks include drafting routine correspondence and reports, filing documents, administering leave registers and telephonic accounts, receiving and distributing incoming and outgoing documents, and procuring standard items such as stationery and refreshments. The secretary must also collect all relevant documents to help the Director prepare for meetings and keep abreast of the procedures and processes that apply in the office of the senior manager.

This post is advertised with specific employment equity targets, including African, Coloured, Indian and White males, Coloured, Indian and White females, and persons with disabilities. The contact person for enquiries is Mr I Mokalapa. The role offers an opportunity to contribute to the strategic partnerships work of the department while developing strong administrative and coordination skills in a supportive team environment.