SECRETARYX2

This vacancy is for two Secretary positions within the Chief Directorate: HOD Support, Financial Accounting at the department’s Provincial Office. The role is essentially a secretarial and administrative support function at a senior level, reporting to a director and ensuring that the office runs smoothly. As Secretary, you will be the first point of contact for many callers and visitors, providing both secretarial and receptionist services. The position also requires you to manage the director’s diary, schedule meetings, and make logistical arrangements for meetings and workshops, often involving multiple internal and external parties.

The key qualification is a Grade 12 certificate. While not mandatory, a recognised post-matric qualification in Secretarial Studies, Management Assistant, Office Management, or Administration will strengthen your application. You must be computer literate in Microsoft Word, Excel, and PowerPoint, since these are used for correspondence, reports, and presentations. The department is looking for someone with up to one year of relevant experience in office administration, which means that this post can suit a candidate who is relatively new to the field but already has practical administrative exposure. Competencies required include sound organising abilities, effective time management, strong communication skills, and the ability to write clear reports. You must also be able to work under pressure, as the office environment can involve competing deadlines and urgent queries.

In terms of duties, the Secretary will provide comprehensive administrative support to the director. This includes recording and managing all incoming and outgoing correspondence, maintaining an efficient filing system, and ensuring that documents are accurately captured. You will be responsible for recording both incoming and outgoing documents and correspondence, which requires attention to detail and consistency. You will also manage the director’s diary, making sure appointments are prioritised and no conflicting commitments are scheduled. Organising meetings and workshops involves arranging venues, sending invitations, preparing documentation, and coordinating attendees. Another important duty is scrutinising submissions and reports to ensure they comply with basic standards before they are submitted for approval. Furthermore, you will handle client enquiries and complaints, directing them to the relevant officials when necessary, and manage the switchboard by answering and routing incoming and outgoing telephone calls.

This is a structured post within the public service, graded accordingly, and the successful candidates will be based at the Provincial Office. Because it is a two-post advertisement, more than one candidate may be appointed from the same recruitment process. If you meet the qualifications and are interested in a career in government administration, this is an excellent opportunity to gain valuable experience within a chief directorate that supports the Head of Department and financial accounting functions.