Job Description

The Department of Defence is inviting applications for a Secretary position based at the Armscor Building, Erasmuskloof, Pretoria.

The successful candidate will provide secretarial, reception, and administrative support services to the Director. The role includes managing calls, appointments, documents, travel arrangements, meetings, correspondence, office records, and general administrative duties.

This position is suitable for candidates with Grade 12 / NQF Level 4 or equivalent who are organised, professional, computer literate, and able to handle confidential information with tact and discretion.

Position Details

• Position: Secretary
• Reference Number: DPSP/15/16/26/05
• Post Number: 16/20
• Department: Department of Defence
• Centre: Armscor Building, Erasmuskloof, Pretoria
• Salary: R237 453 – R279 708 per annum
• Level: 05
• Closing Date: 29 May 2026 at 16h00

Responsibilities

• Provide secretarial and reception support services to the Director.
• Receive telephone calls and refer them to the correct role players where required.
• Record appointments and events in the Director’s diary.
• Type documents for the Director and other staff within the unit.
• Operate office equipment such as fax machines, scanners, and photocopiers.
• Coordinate travel arrangements and liaise with travel agencies.
• Check travel arrangements when relevant documents are received.
• Arrange meetings and events for the Director and staff in the unit.
• Identify venues, invite role players, organise refreshments, and prepare for scheduled meetings and events.
• Process travel and subsistence claims for the Director.
• Process invoices related to the work of the Director.
• Record basic minutes of meetings when required.
• Draft routine correspondence and reports.
• Administer leave registers, telephone accounts, and attendance registers.
• Receive, record, and distribute incoming and outgoing documents.
• Handle procurement of standard office items such as stationery and refreshments.
• Collect relevant documents to assist the Director in preparing for meetings.
• Stay updated on policies and procedures applicable to the Director’s work environment.
• Study relevant Public Service and departmental policies and understand their application.
• Remain informed about office procedures and processes.
• Prepare briefing documents and notes for the Director as required.
• Maintain manual and electronic document management databases.

Requirements

• Grade 12 / NQF Level 4 or equivalent.
• No experience required.
• Knowledge of client services, secretarial, or related occupation will be an added advantage.
• Public Service internship will be given preference.
• Applicants with prior learning, workplace experience, or alternative courses may apply.
• Computer literacy in Microsoft Word, Excel, and PowerPoint.
• Good telephone etiquette.
• High level of reliability.
• Ability to act with tact and discretion.
• Ability to conduct research and analyse documents and situations.
• Knowledge of departmental policies and procedures.
• Analytical and innovative thinking ability.
• Willingness to complete a confidential security clearance within a year.

Skills

• Secretarial support
• Reception support
• Telephone etiquette
• Computer literacy
• Communication skills
• Document management
• Diary management
• Meeting coordination
• Travel administration
• Report writing
• Minute taking
• Filing and record keeping
• Planning and organising
• Attention to detail
• Confidentiality
• Professionalism