Job Description

The Department of Defence is inviting applications for 2 Secretary posts within Military Legal Services.

The posts are based at the Armscor Building, Erasmuskloof, Pretoria.

This is an entry-level government opportunity suitable for candidates with Grade 12 / NQF Level 4 or equivalent.

No experience is required.

The successful candidates will provide secretarial and receptionist support to the Director, handle calls, manage appointments, type documents, arrange meetings, support travel arrangements, manage office records and assist with administrative support duties.

Requirements

Applicants must meet the following requirements:

• Grade 12 / NQF Level 4 or equivalent.
• No experience required.
• Proficiency in Microsoft Office.
• Proficiency in Microsoft Excel.
• Sound attitude and appearance.
• Solid written communication skills.
• Solid verbal communication skills.
• Excellent organisational skills.
• Good etiquette.
• Sound organisational skills.
• High level of reliability.
• Ability to act with tact and discretion.

Duties

The successful candidates will be responsible for:

• Providing secretarial and receptionist support services to the Director.
• Receiving telephone calls.
• Referring calls to the correct role players when the matter is not meant for the Director.
• Recording appointments and events in the diary.
• Typing documents for the Director and other staff within the unit.
• Operating office equipment such as fax machines, scanners and photocopiers.
• Coordinating appointments and events.
• Providing secretarial support services to the Director.
• Liaising with travel agencies to make travel arrangements.
• Checking travel arrangements once relevant documents are received.
• Arranging meetings and events for the Director and staff in the unit.
• Identifying venues for meetings and events.
• Inviting role players to meetings and events.
• Organising refreshments for scheduled meetings and events.
• Processing travel and subsistence claims for the Director.
• Processing claims for staff where required.
• Recording basic minutes of meetings when required.
• Drafting routine correspondence and reports.
• Filing documents for the Director and the unit where necessary.
• Administering matters such as leave registers, telephone accounts and attendance registers.
• Receiving, recording and distributing incoming and outgoing documents.
• Handling procurement of standard office items, including office refreshments for the Director.
• Collecting relevant documents to help the Director prepare for meetings.
• Staying updated on prescripts, policies and procedures relevant to the work environment.
• Keeping a manual filing system for the Director.
• Maintaining an electronic document management database.
• Preparing briefing notes for the Director when required.

Skills

• Secretarial support
• Receptionist support
• Office administration
• Diary management
• Telephone etiquette
• Call screening
• Document typing
• Filing
• Minute taking
• Meeting coordination
• Travel arrangements
• Claims administration
• Microsoft Office
• Microsoft Excel
• Scanner operation
• Photocopier operation
• Fax machine operation
• Recordkeeping
• Communication skills
• Organisational skills
• Tact and discretion
• Reliability
• Professional conduct