Secretary: Learner Development and Social Support Services

Requirements

• A grade 12 certificate with no experience required.
• Effective communication skills (written and verbal skills) and a good command of English language.
• Knowledge of the Public Service Legislative Framework.
• Proven competent knowledge of basic office administration practice.
• Knowledge of procurement systems Competencies:
• Computer Literacy, Excellent Communication Skills, Administration Skills, People Skills, Organisational Skills, Typing and Writing Skills, Strong Leadership Skills, Basic financial recording, minute taking and report writing skills.
• Knowledge of Education Sector will be added advantage.

Duties

• Provides a secretarial /receptionist support service to the Director as follows:
• Receives telephone calls and refers the calls to the correct role players if not meant for the relevant manager.
• Records appointments and events in the diary of the manager.
• Types documents for the manager and the other staff within the unit on a word processor.
• Operate office equipment like fax machines and photocopiers.
• Provides clerical support services to the manager.
• This will entail the following:
• Liaises with agencies to make travel documents arrangements, Checks the arrangements when the relevant documents are received.
• Arrange meetings and events for the manager and the staff in the unit.
• Identifies venues, invites role players, organizes refreshments and set up schedules for meetings and events.
• Processes the travel and subsistence claims for unit.
• Process all invoices that emanate from the activities of the work of the manager.
• Records basic minutes of the meetings of the manager where required.
• Drafts routine correspondence and reports.
• Does filing of documents for the manager.
• Administers matters like the leave register and telephone accounts.
• Handles the procurement of standard.
• Receives records and distributes all incoming and outgoing documents.
• Collects all relevant documents to enable the manager to prepare for meetings.
• Remains up to date about prescript / policies and procedures applicable to her / his work terrain to ensure efficient and effective support to the Director.

How to apply

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.
• Selection panels shall score both technical exercises as an additional criterion in the interview process.
• All shortlisted candidates for SMS posts will be subjected to a technical exercise and interview.
• Following the technical exercise and interview, a maximum of three (3) SMS candidates will undergo psychometric assessments to assess cognitive capabilities, behavioural preferences, emotional intelligence, and integrity.
• 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).
• 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.
• Misrepresentation in the application documents will result in automatic disqualification and disciplinary action in the event the candidate has already been appointed.
• 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.