Administrative Secretary

Reference number: ADS/PAI 1/06/2014

Chief Directorate: Public Administration Investigations

SALARY: R148 584 to R175 023 per annum (Level 6)

CENTRE: Head Office, Pretoria

REQUIREMENTS: Ideal candidate’s profile:

- Must be in possession of a Senior Certificate (grade 12)

- typing competency

- A certificate or three-year Secretarial Diploma in Office Administration will be an advantage

- must have proven experience in administrative work

- Functional PC skills in MS Office Suite including Word, Excel, PowerPoint and Outlook

- Effective administrative, organisational and communication skills at all levels

- Understanding of office work process

- Ability to work with a medium size filing system will be essential

- Assertive, trustworthy, professional with integrity

- Good interpersonal skills relations

- creative, motivated, self-driven, results-oriented and have initiative

- Ability to work independently and as part of a team

- Commitment to transformation

- must have a valid driver’s license.

DUTIES: Key Performance Areas:

- Providing administrative support functions to the Chief Director

- Researching, abstracting and preparing information and supporting data meetings, projects, presentations and reports

- Administering office correspondence / documents / reports

- administering office expenditure, including telephone and related accounts

- Compiling and submitting subsistence and travel claims

- Administering / drafting and typing correspondence / documents including PowerPoint presentations

- Maintaining and managing the filing system for the Chief Director

- Organising meetings / workshops and taking minutes during the meetings

- Administering the Chief Director’s diary and coordinating Chief Directorate programmes

- Organising office logistical matters including travel arrangements for the Chief Director and acting as general receptionist

- Liaising with stakeholders regarding office operations

- Relieving the managers of various administrative tasks.

ENQUIRIES: TT Mashikinya Tel: (012) 352 1139

CLOSING DATE: 07 July 2014

NOTE: Correspondence will be limited to shortlisted candidates only. If you have not been contacted within 3 months of the closing date of this advertisement, please accept that your application was unsuccessful.

The Office of the Public Service Commission is an equal opportunity, representative employer. It is the intention to promote representivity (race, gender and disability) in the Public Service through the filling of positions. Candidates whose appointment / transfer / promotion will promote representivity will therefore receive preference. Persons with disability are especially encouraged to apply. An indication of representivity profile by applicants will expedite the processing of applications.

APPLICATIONS: Forward your application, stating the relevant reference number to: The Director-General, Office of the Office of the Public Service Commission, Private Bag X121, Pretoria, 0001 or hand-deliver at Commission House, corner Hamilton and Ziervogel Streets, Arcadia


NOTE: Applications must be submitted on Form Z.83 obtainable from any Public Service department and should be accompanied by a recent updated comprehensive CV, certified copies of qualifications, Identity Document and driver’s license. Should you be in possession of a foreign qualification(s), it must be accompanied by an evaluation certificate from the South African Qualification Authority (SAQA). The successful candidate will be required to obtain a top secret clearance issued by the State Security Agency. The OPSC will verify the qualifications and conduct reference checking on short-listed candidates. Please take note that faxed, Emailed and late applications will not be accepted.

Click here to download a Z83 Application Form.

Questions after the interview:

At the end of an interview there is usually an opportunity where you can ask any questions you might have. This is a great opportunity to show the interviewer that you are interested in the position as well as the company. It is a good idea to prepare a few questions before the interview – this can be done while you are doing research on the company.

Your questions should show the interviewer that you are a good candidate for the position. Try and avoid questions that are based on your personal needs and preferences, for instance:

- How much leave will I get in a year?
- Will I be considered for promotion in my first year?
- When will I get an increase?
- What time can I leave in the afternoon?

These questions are inappropriate at this stage and will probably raise concerns on the side of the interviewer. Should you be the successful candidate then all these questions will be answered in your letter of appointment so don’t waste this opportunity by asking these basic questions.

If the position is an entry level job or very junior then you are welcome to ask questions in line with the position, for instance:

- Why did the previous person leave the position?
- What would the successful person be tasked to do in a typical day?
- How does this position fit into the department and / or company?
- Could you explain the company structure to me?
- Is there any further education assistance or support?

If the position is more senior then you can prepare question around the following themes:

- current issues that will face the successful candidate;
- inter-personal challenges in the department;
- any process, technology or people challenges that needs to be attended to urgently;
- key result areas that need urgent attention in the first few months;

The above information should get you started. Prepare a few questions so that you can show your worth. Good luck with your interview!
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