Secretary to the Director

Reference number: HRMC 41/14/8

SALARY: R183 438 to R216 084 per annum (Level 7). In addition, a range of competitive benefits are offered.

CENTRE: Pretoria, Head Office, Branch: Communication Services, Directorate: Media Relations. Equity Requirements: People with Disabilities Only.

REQUIREMENTS: A Grade 12 plus Secretarial Certificate with 1-2 years’ experience in Administration and Support service - A 3 year Diploma / Degree in Administration or a relevant NQF level 6 qualification will be an added advantage - Knowledge of the relevant legislation / policies / prescripts and procedures - Basic knowledge of financial administration - Computer literacy with proven application of Ms Word, Ms Excel, Ms PowerPoint, Internet and E-mail - Sound organizational and administrative skills - Good people skills - Ability to do research and analyse documents and situations - Honesty, integrity and punctuality - Willingness to work extended hours including holidays is essential - A valid driver’s license is required - Preference will be given to candidates from the local area where the post is located.

DUTIES: The successful candidate will be responsible for, amongst others the following specific tasks: - To provide administrative support and secretarial services to the Director - Maintain day to day diary of the Director and setting up meetings / appointments - Liaise with agencies in organizing travel and accommodation for the Director - Receive and distribute documents - Screen phone calls and handle enquiries - Prepare agendas for meetings, take minutes, communicate decisions to relevant role players and follow up on progress - Coordinate logistical arrangements for meetings when required - Draft / type letters, memorandum and reports / submissions - Liaise with Department’s officials on matters relating to the office - Maintain electronic and hard copy filing system - Prepare briefing notes as required - Scrutinize documents to determine actions / information / other / documents required for meetings - Capture incoming and outgoing documents - Perform any other duties as required - Co-ordinate finance and support functions with office of the Director.

ENQUIRIES: Ms MT Mutle, Tel No: (012) 406 2693

APPLICATIONS: Quoting the relevant reference number, direct applications to Head Office: The Director General: Department of Home Affairs, Postal Address: Private Bag X114, Pretoria, 0001, Physical Address: 232 Cnr Johannes Ramokhoase (Proes) and Thabo Sehume (Andries) Street, Pretoria, 0002

The Department of Home Affairs is an equal opportunity and affirmative action employer. It is our intention to promote representivity (race, gender, disability) through the filling of positions. Candidates whose appointment / transfer / promotion will further the objective of representivity will receive preference.

Are you looking for an exciting and challenging career in a rapidly changing organisation? The Department of Home Affairs has embarked on an extensive turnaround programme, aimed at developing a culture of responsiveness and improved service delivery. We are looking for committed, passionate and talented individuals to form part of a new leadership team, equipped with the right skills to deliver a world-class service. If you have what it takes to serve the needs of South Africa’s citizens, residents and visitors – and your credentials meet the requirements of any of the following positions - then respond before the closing date. Join our leadership team in transforming our vision into a reality.

APPLICATIONS: Applications must be sent in time to the correct address as indicated at the bottom of each position, to reach the address on or before the closing date. Applications send to a wrong address and / or received after the closing date or those that do not comply with the requirements, will not be taken into consideration. In the event of hand-delivery of applications, applicants must sign an application register as proof of application.

CLOSING DATE: 30 May 2014

NOTE: Applications must be submitted on the Application for Employment Form (Z.83), obtainable from any Public Service department or at and should be accompanied by a comprehensive CV, including the details of at least two contactable referees (should be people who recently worked with the applicant) and certified copies of qualifications and identity document (with an original certification stamp). It is the responsibility of applicants in possession of foreign qualifications to submit evaluated results by the South African Qualifications Authority. Where a valid driver’s licence is a requirement, applicants must attach certified copies of such licences. No faxes or e-mailed applications will be considered. If no contact is made within three months of the closing date, please accept that the application was unsuccessful. Successful candidates will be required to enter into a performance agreement and be subjected to security clearance procedures. Successful candidates may be required to undergo a competency assessment. Candidates who possess a tertiary qualification, as well as those who promote representivity (especially People with Disability), are encouraged to apply.

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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