Job Description

The Department of Basic Education is inviting applications for Senior Secretary positions based in Pretoria.

There are 8 posts available across various Chief Directorates and Directorates.

The successful candidates will provide secretarial and general administrative support to Chief Directors and Directors. The role includes diary management, document handling, travel coordination, meeting support, filing, communication, records management and general office administration.

This opportunity is suitable for candidates with a Senior Certificate or equivalent qualification who have strong communication skills, computer literacy, professionalism, accuracy and the ability to work under pressure.

Directorates

The available Senior Secretary posts are within the following areas:

• Strategic Planning, Research Evaluation and Monitoring
• Social Cohesion and Equity in Education
• Curriculum Implementation and Quality Improvement
• Inclusive Education
• Education Management and Governance Development
• Reading
• Rural Education
• Human Resources Management and Administration

Responsibilities

• Provide secretarial and general administrative support to the Chief Director or Director.
• Maintain professional relationships with internal and external stakeholders.
• Serve as a direct point of contact for visitors.
• Support the general organisation, tidiness and image of the office.
• Handle, screen and manage incoming and outgoing telephone calls.
• Take messages and route calls to the correct people.
• Track and coordinate the flow of information.
• Manage and coordinate the diary of the manager.
• Facilitate logistical arrangements for meetings, workshops and appointments.
• Make transport, accommodation and travel arrangements for work-related travel.
• Coordinate transport and accommodation requirements.
• Reconcile subsistence and travel claims.
• Maintain document management systems, both electronic and manual.
• Manage incoming, outgoing, receiving, recording, screening, quality assuring, filing and dispatching of documents.
• Handle submissions and memorandums.
• Quality assure submissions and reports.
• Assist with consolidating Directorate or Chief Directorate reports.
• Provide secretarial support during meetings.
• Draft minutes where required.
• Perform other related duties when required.

Requirements

• Senior Certificate or equivalent qualification.
• Good understanding of the operations of the Public Sector.
• Good interpersonal relations.
• Good written and verbal communication skills.
• Good telephone etiquette.
• Computer literacy, including:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Outlook
• Ability to think clearly and concisely.
• Ability to work independently.
• Ability to work under pressure.
• Ability to multi-task and cope with a high workload.
• General office management knowledge.
• Willingness to learn quickly.
• Accuracy and adaptability.
• Planning and organisational skills.

Skills

• Secretarial support
• Office administration
• Diary management
• Document management
• Filing and records management
• Meeting coordination
• Travel coordination
• Minute taking
• Report support
• Microsoft Office
• Telephone etiquette
• Communication skills
• Interpersonal skills
• Planning and organising
• Accuracy
• Adaptability
• Ability to work under pressure
• Ability to multi-task