Key details

Job Highlight

Requirements

A Secretarial Diploma or equivalent qualification.

Three (3) to (5) five years ‘experience in rendering a support service to Senior Management.

Excellent computer literacy skills.

Advanced proficiency in Microsoft Office suite.

Good office management skills and knowledge of administrative procedures.

Sound organizational skills.

Good people skills.

High level of reliability.

Ability to act with tact and discretion.

Ability to research and analyse documents and situations.

Good grooming and presentation skills.

Self-management and motivation.

Knowledge of dispute resolution process.

Knowledge of basic financial management.

People and Diversity management.

Problem solving and Analysis.

The successful candidate must be highly reliable, self- motivated, flexible, creative, client and customer focused.

Remains up to date regarding the prescripts, policies and procedures applicable to her / his work terrain to ensure efficient and effective support to the manager.

Excellent communication skills (verbal and written).

Good accountability and ethical conduct.

Duties

Provide a secretarial support service to the manager.

Implement administrative procedures for the component.

Receive telephone calls and visitors on behalf of the manager.

Implement policies and procedures.

Engage supplier regarding purchased materials.

Develop implementation plan.

Ensure that financial procedures are observed in the section.

Compile monthly reports and present to the managers.

Do early warning systems.

Liaise with travel agencies to make travel arrangements for the DDG office.

Arrange meetings and events for the manager and staff in the unit.

Process all invoices that emanate from the activities of the work of the manager including the travel and subsistence claims for the unit.

Draft routine correspondence and reports including records of basic minutes of the meetings of the manager where required.

Administer matters like telephone accounts and proper recording filing of documents.

Receive, record and distribute all incoming and outgoing documents.

Collect all relevant documents to enable the manager to prepare for meetings.

Provide feedback on identified administrative gaps.

Provide records on goods and services procured and handle all the procurement items for the office.

How to apply

Email: erecruitment@safetyec.gov.za

Tip: Many government posts require a completed Z83 form. Download it above and follow the guide.

Notes

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).

Failure to submit all the requested 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, therefore, in making appointments, preference will be given to the designated groups in pursuit to meet departmental EE Targets 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. 231 OTHER POST