SECRETARY GR II REF NO: DHRSS/15/16
SALARY : R142 461 per annum, Level 05
CENTRE : Armscor Building, Erasmuskloof, Pretoria
REQUIREMENTS : A recognised Secretarial Diploma or Grade 12 (NQF Level 4) with 3-5 years’
experience in rendering a support service to senior management. Special
requirements (Skills needed): Knowledge of MS Word, Excel and Power Point.
Typing skills. Language proficiency in English (written and verbal). Analytical and
innovative thinking as well as problem solving skills. Excellent interpersonal skills.
Sound organisational skills. High level of reliability. Ability to act with tact and
discretion. Good people skills. Ability to do research and analyse documents and
situations. Excellent secretarial skills.
DUTIES : Provide a secretarial support service. Handle Director Human Resource Service
Systems (DHRSS) diary and schedule appointments. Prepare briefing and notes
for the Director as required. Handle incoming and outgoing classified documents.
Type routine letters, memorandums, compile reports, take minutes, compile
agendas and communicate with relevant role-players and make follow-ups on
progress made. Provide secretarial functions in board meetings. Arrange for
visitors authorisation, parking and access. Maintain a good filing system. Answer
telephone calls, take accurate messages and refer to the relevant
sections/stakeholders. Arrange meetings and events for DHRSS as well as all
logistical arrangements. Responsible for Subsistence and Travel arrangements.
Liaise with travel agencies to make travel arrangements. Identify venues, invite role
players, organise refreshments and set up schedules for meetings and events.
Manage the office resources. Operate office equipment (fax machine, personal
computers, scanner, printers and photocopy machine). Order and purchase
stationery. Keep updated with Government and the Department of Defence policies
and procedures. Manage the office of Director Human Resource Service Systems
and compile an inventory list. Consolidate all data and reports submitted by the
different sections within the directorate. Coordinate logistical arrangements for
meetings when required. Scrutinize documents to determine
actions/information/other documents required for meetings.
ENQUIRIES : Colonel L.J. Manyatsa, Tel: (012) 355 5097
DEPARTMENT OF DEFENCE
NOTE : Applications must be submitted on the prescribed form Z83 (obtainable from any
Public Service department), which must be originally signed and dated by the
applicant and which must be accompanied by a detailed CV (with full particulars of
the applicantsâ training, qualifications, competencies, knowledge & experience) and
clear certified copies of original educational qualification certificates, ID document
and Driverâs license (where applicable). Failure to comply with the above
instructions will result in applications being disqualified. Applicants applying for
more than one post must submit a separate form Z83 (as well as the documentation
mentioned above) in respect of each post being applied for. If an applicant wishes
to withdraw an application it must be done in writing. Should an application be
received where an applicant applies for more than one post on the same
applications form, the application will only be considered for the first post indicated
on the application and not for any of the other posts. Under no circumstances will
photostat copies or faxed copies of application documents be accepted. The
successful candidates will be subjected to Personnel Suitability Checks (criminal
record-, citizenship- & financial/asset record checks and qualification and
employment verification). Successful candidates will also be subjected to security
clearance processes. Potential candidates, declared in excess must indicate their
excess status on Z83, Applicants who do not receive confirmation or feedback
within 3 (three) months after the closing date, please consider your application
unsuccessful. Due to the large volume of responses anticipated, receipt of
applications will not be acknowledged and correspondence will be limited to shortlisted candidates only. For more information on the job description(s) please
contact the person indicated in the post details. Successful candidates will be
appointed on probation for the period of twelve (12) months ito the prescribed rules.
The Department reserves the right not to make appointment(s) to the advertised
Erratum: Kindly note that Post 31/37 Telephonist with Ref No: SAAF/17/16/08 and
Post 31/38 Telephonist with Ref No: SAAF/17/16/09 respectively have been
withdrawn from the circular.