Secretary: Director - Government Pensions Administration Agency

POST 23/24: SECRETARY: DIRECTOR

REF NO: SEC/PRG 2.1/2023/07-1C

12 months contract

DUTIES:

• The purpose of the role is to render a secretarial support service to the Director.
• The successful candidate will be responsible for the following functions and include, but not limited to:
• Providing a clerical support service to the Director
• Liaise with travel agencies to make travel arrangements.
• Check the arrangements when relevant documents are received;
• Arrange meetings and events for the Director.
• Identifies venue, invites role players, organises refreshments and sets up schedules for meetings and events;
• Process the travel and subsistence claims for the unit;
• Process all invoices that emanate from  activities  of the work of the Director;
• Record basic minutes for the meetings of the Director where required;
• Draft routine correspondence and reports;
• Do filing of the documents for the Director and the unit where required;
• Administer matters like leave forms, leave registers and telephone accounts;
• Handle the procurement of standard items like stationery and refreshments;
• Collect all relevant documents to enable the Director to prepare for meetings;
• Provide a secretarial/receptionist support service to the Director:
• Receive telephone calls and refers the calls to the correct role players if not meant for the Director;
• Record appointments and events in the diary for the Director;
• Type documents for Director;
• Operate office equipment like fax machines and photocopiers;
• Remain up to date with regards to prescripts/policies and procedures applicable to his/her work terrain:
• Study the relevant Public Service and departmental prescripts/policies and other documents to ensure that application thereof is understood properly;
• Remain abreast with the procedures and processes that apply in the office of the Director.

REQUIREMENTS:

• An appropriate three (3) year qualification (ideally in Office Administration/Secretarial) coupled with 6 - 12 months office administration/secretarial experience or Grade 12 with two (2) years of experience in the field of office administration/secretarial. 
• Experience in writing memos and taking minutes.
• Knowledge of the MS Office package, with experience in word processing, Outlook, PowerPoint and Excel (Which may be assessed if need be.) Knowledge of Office Administration.
• Knowledge of Public Service and departmental Prescripts and Legislations.
• Keep abreast with procedures and processes with the office of the Director.
• Typing skills.
• Written and verbal communication skills at all levels.
• Good telephone etiquette.
• High level of reliability.
• Good interpersonal relations.
• Ability to act with tact and discretion.
• Adhering to business ethics.
• Good grooming and presentation.
• Sound organising skills.

SALARY: R202 233 per annum (Level 05), (basic salary), plus 37% in lieu of benefits

CENTRE: Head Office Pretoria

ENQUIRIES: Mbongiseni Nkosi Tel No: (012) 399 2202