Secretary Security and Facility

Requirements

• Grade 12 with typing as a subject or any other training course/qualification that will enable the person to perform the work satisfactorily.
• No criminal record or any pending cases against you.
• Knowledge and Skills:
• Language skills and the ability to communicate well with people at different levels and from different backgrounds.
• Good telephone etiquette.
• Computer literacy.
• Sound organisational skills.
• High level of reliability.
• Basic written communication skills.
• Ability to act with tact and discretion.
• Good grooming and presentation.

Duties

• Provide a secretarial/receptionist support service to the office of the executive authority.
• This would, inter alia, entail the following:
• Receive telephone calls and refer the calls to the correct persons.
• Receive visitors to the office of the executive authority.
• Co-ordinate appointments with the appointment’s secretary.
• Types documents for the staff within the office.
• Operate office equipment like fax machines and photocopiers.
• Provide clerical support to the office.
• This would, inter alia, entail the following:
• Liaise with travel agencies to make travel arrangements for the staff of the office and the executive authority.
• Arrange meetings and events for the office of the executive authority.
• Identify venues, invite role players and organise refreshments.
• Process the travel and subsistence claims of the staff of the office of the executive authority.
• Draft routine correspondence and reports.
• Administer matters like leave registers and telephone accounts.
• Handle the procurement of standard items like stationary, refreshments etc.
• Remain up to date with regard to prescripts/policies and procedures applicable to her/his work terrain.
• This would, inter alia, entail the following:
• Study the relevant Public Service and departmental prescripts/policies and other documents to ensure that the application thereof is understood properly.
• Remain abreast with the procedures and processes that apply in the office of the executive authority.

How to apply

New to the Z83 form? Read the application guide.

Enquiries

Notes from the department

• Applications must be submitted on new Z83 form, obtainable from any Public Service Department or on the internet at www.dpsa.gov.za/documents (effective from 01 January 2021).
• All fields in Part A to D of the Z83 form must be completed, and Part E to G noting that there is limited space provided applicants often indicate “refer” to CV or see attached, this is acceptable as long as the CV is attached and provides the required information.
• If the information is not provided in the CV, the applicant may be disqualified.
• The question related to the conditions that prevent re-appointment under Part F must be answered.
• Declaration must be completed and signed.
• The fully completed and signed new Z83 form should be accompanied by a recently updated comprehensive CV only (only shortlisted candidates will be required to submit certified copies of qualifications).
• Should you be in possession of a foreign qualification, it must be accompanied by an evaluation certificate from the South African Qualifications Authority (SAQA).
• Applicants who do not comply with the above requirements, as well as late applications, will not be considered.
• Failure to submit all the requested documents will result in the application not being considered.
• Correspondence will be limited to short-listed candidates only.
• If you have not been contacted within three (3) months after the closing date of this advertisement, please accept that your application was unsuccessful.
• All shortlisted candidates, including SMS, shall undertake two pre-entry assessments.
• One must be a practical exercise, 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.
• Suitable candidates will undergo a personnel suitability check (Vetting, criminal record, citizenship, credit record checks, qualification verification, and employment verification).
• The Department of Community Safety reserves the right not to make an appointment and to use other recruitment processes.
• Candidate will be placed according to corridor coordination and the Department’s needs.
• The Department will not accept posted, emailed or hand delivered applications.
• We encourage youth, people with disability, coloured, Indian and white to apply and a confirmation of disabilities from a registered medical practitioner must be attached to the application.
• Please Note:
• Due to the large number of applications, we envisage to receive, applications will not be acknowledged.
• If you do not receive any response within 3 months, please accept that your application was unsuccessful.