Administrative Clerk Production: Organisational Design and Service Excellence

Requirements

• National Senior Certificate, NQF level 4 with no experience.
• Knowledge of office administration procedures and record management, confidentiality and handling of official information.
• Good communication skills (written and verbal) and computer literate.
• Ability to work in a team and with collaborations, attention to detail, time management and customer care.

Duties

• Provide clerical support to the unit.
• Draft routine memoranda, letters, submissions and administrative reports.
• Maintain registers, filling systems and administrative records for the unit.
• Photocopy, scan, print and distribute documents as required.
• Follow up on outstanding documents and provide feedback to the supervisor.
• Render records and information management support services to the unit.
• Open, update and maintain physical and electronic files in line with records management requirements.
• Capture and update information relating to structures, job descriptions, job evaluation and service excellence activities.
• Maintain databases, spreadsheets and tracking tools for the unit.
• Retrieve records and provide information to officials when required.
• Ensure safekeeping and confidentiality of official records.
• Provide logistical and secretariat support.
• Arrange meetings, venues, attendance registers and related logistical requirements.
• Prepare and distribute agendas, meeting packs and supporting documents.
• Records minutes, decisions and action items during meetings when required.
• Follow up on action items and update tracking registers.
• Render support with the coordination of workshops, awareness sessions and stakeholder engagements.
• Provide general office, procurement and stakeholder support.
• Render support with requisitions, stationery requests and basic procurement administration.
• Receive and direct enquiries from internal and external stakeholders.
• Maintain office equipment usage records and report faults to the relevant unit.
• Render support in the circulation, signing and filing of job descriptions, plans, reports and submissions.
• Compile routine administrative updates for the supervisor.

How to apply

For attention:Or Queries: Contact Mr M. Kana at 071 606 8112 / Mrs N. Mhlawuli at 071 606 5941 / Mr M. Sangqu at 071 606 7842

New to the Z83 form? Read the application guide.

Enquiries

Notes from the department

• Applications must be submitted on a duly completed New Z83 form (effective from 01 January 2021), e-Recruitment System automatically generates Z83 immediately you press apply and generate Z83.
• Applicants are not required to submit copies of qualifications and other relevant documents upon application but must submit a fully completed Z83 form and detailed Curriculum Vitae.
• NB:
• Z83 in the e-recruitment system is currently not signable; so, applicants who submitted applications via the e-recruitment system will not be disqualified for an unsigned Z83 instead will be requested to sign on/or before the interview day.
• View the list of the positions you applied for on “My Job Applications” and do note that the system Z83 does not reflect work experience and qualifications, however, every detail of your information does reflect to the Recruitment team.
• Shortlisted candidates will be required to submit certified copies of qualifications, and other relevant documents (like a copy of Permanent Resident Permit for Non-RSA Citizens/Permanent Resident Permit Holders to HR on or before the interview date.
• Failure to submit all the required documents will disqualify the application.
• Correspondence will be limited to short-listed candidates only.
• If you have not been contacted within six (6) months after the closing date of this advertisement, please accept that your application was unsuccessful.
• Selected candidates will be subjected to a personnel suitability check (criminal record check, citizenship verification, financial/asset record check, qualification/ study verification and previous employment verification).
• All shortlisted candidates, including the SMS shall undertake two pre-entry assessments.
• One will be a practical exercise to determine a candidate’s suitability based on the post’s technical and generic requirements, and the other must be an integrity (ethical conduct) assessment.
• The Selection Panel will recommend candidates to attend a generic Managerial Competency Assessment in compliance with the DPSA Directive on the implementation of Competency-based Assessment.
• Successful candidates will also be subjected to security clearance processes.
• Where applicable, candidates will be subjected to a skills/ knowledge test.
• The competency assessment will be testing generic managerial competencies using the mandated DPSA SMS competency assessment tools.
• Successful candidates will be appointed on a probation period of twelve 12/24 months.
• It is the objective to address the Employment Equity Affirmative Action Measures in line with the Employment Equity Plan and to achieve equitable representation across race and gender.
• The EE targets of the recruiting Department will be adhered to although the applications are welcome from all racial groups.
• The Recruiting Department reserves the right to amend/ review/ withdraw the advertised posts if by so doing, the best interest of the department will be well served.
• (Females and People with Disabilities are also requested to apply and indicate such in their applications).
• Misrepresentation in the application documents will result in automatic disqualification and disciplinary action in the event the candidate has already been appointed.
• SMS pre-entry certificate (Nyukela) must be submitted prior appointment.
• Full details can be sourced by following the link: https://www.thensg.gov.za/training-course/sms-pre-entry- programme Note:
• Due to austerity measures, the Department will not carry any related costs (transport, accommodation, and meals) for candidates attending pre-selection assessment/s and interviews.
• Due to austerity measures, the Department will not carry any related costs (transport, accommodation, and meals) for candidates attending pre-selection assessment/s and interviews.