entry level Secretary at Department of Defence

The Department of Defence is seeking to appoint a highly organised and efficient Secretary to provide comprehensive secretarial and administrative support. This entry-level government position is ideal for individuals with a Grade 12 qualification looking to gain valuable experience in a public sector environment. The role is based at the Armscor Building in Erasmuskloof, Pretoria, and offers an opportunity to contribute to the smooth operation of the Directorate Legal Services Division. Successful candidates will be responsible for managing diaries, handling correspondence, making travel arrangements, processing invoices, and maintaining filing systems, ensuring the Director is well-supported in their duties. This position is crucial for maintaining administrative efficiency within the department.

Key Responsibilities

• Provide secretarial and receptionist support services to the Director.

• Receive and direct telephonic calls to the appropriate personnel.

• Record and manage appointments and events in a diary.

• Type various documents for the Director and other staff members.

• Operate office equipment such as fax machines, scanners, and photocopiers.

• Liaise with travel agencies to make travel arrangements for the Director.

• Process travel and subsistence claims for the Director.

• Process all invoices related to the Director's work activities.

• Arrange meetings and events for the Director and unit staff, including venue identification, invitations, and refreshments.

• Prepare briefing notes and other required documentation for the Director.

• Maintain both manual and electronic filing systems for the Director and the unit.

• Administer matters such as leave registers, telephonic accounts, and attendance registers.

• Receive, record, and distribute incoming and outgoing documents.

• Handle the procurement of standard office supplies and refreshments.

• Collect relevant documents to assist the Director in meeting preparation.

• Stay updated with relevant Public Service and departmental prescripts, policies, and procedures.

• Ensure proper understanding and application of departmental policies and procedures.

• Maintain awareness of office processes and procedures relevant to the Director's office.

Why Join the Company

Joining the Department of Defence as a Secretary offers a stable and rewarding career within the South African public service. You will gain exposure to governmental operations and administrative best practices, contributing to national security and public service delivery. The department is committed to professional development and provides a structured environment for learning and growth. This role is an excellent stepping stone for individuals aspiring to build a career in public administration. You will work within a professional setting, developing essential administrative and organisational skills that are transferable across various sectors.

How to Apply

Applications must be submitted with a Z83 form (Download pdf / Editable Z83 form) and must be accompanied by recently updated CV. Please indicate the Reference number, Position and Area/Centre on your application form.

Only shortlisted candidates will be required to submit certified copies of an ID documents, qualifications, and recent academic transcripts / records.

Position Title: Secretary

Reference No: DLSD/19/20/26/02

Post Applications to: Department of Defence, Directorate Legal Services Division, Private Bag X161, Pretoria, 0001

or

Hand Delivered at: Armscor Building, Corner Nossob and Boeing Street, Erasmuskloof, Pretoria

or

Email to: 📧 Mafemo.Majutla@dod.mil.za

• Grade 12 (NQF Level 4) or equivalent qualification.

• No prior experience required; however, a Diploma or Degree will be advantageous.

• Proficiency in Microsoft Office Suite, including Excel.

• Professional attitude and appearance.

• Solid written and verbal communication skills.

• Excellent organisational skills.

• Good etiquette and sound organisational abilities.

• High level of reliability and the ability to act with tact and discretion.