Job Description

The Department of Defence is looking for a Secretary to provide administrative and secretarial support to the Director at SAMHS Headquarters, Chief Directorate Force Support.

Responsibilities

• Provide secretarial support services to the Director.
• Record appointments and events and manage the Director’s diary.
• Receive telephone calls and refer them to the correct role players.
• Operate office equipment such as fax and photocopying machines.
• Liaise with travel agencies to arrange travel for the Chief Director.
• Process travel and subsistence claims for the Director.
• Follow up on travel arrangements and ensure accommodation is endorsed before confirmation.
• Arrange meetings and events for the Director.
• Book venues, invite role players, organise refreshments and prepare meeting schedules.
• Process invoices arising from the activities of the Director’s office.
• Record basic minutes of the Director’s meetings.
• Draft routine correspondence and reports.
• Establish and maintain a filing system in the Director’s office.
• Administer leave matters for the Director.
• Handle the procurement of standard items such as stationery and refreshments.
• Collect relevant documents to help the Director prepare for meetings.
• Manage incoming and outgoing correspondence in the Director’s office.
• Ensure documents submitted for the Director’s approval comply with set norms and standards.
• Remain informed about Department of Defence procedures and processes.
• Study relevant Public Service and departmental prescripts, policies and documents.

Requirements

• A minimum Grade 12 qualification at NQF Level 4 or an equivalent qualification.
• No experience required.
• Language skills and the ability to communicate with people at different levels.
• Computer literacy in Microsoft Word, Excel and PowerPoint.
• Good telephone etiquette.
• Sound organisational skills.
• Good interpersonal skills.
• A high level of reliability.
• Good communication skills.
• Ability to act with tact and discretion.