Senior Secretary Gr I

Reference number: POST 21/13

This post is advertised in the DOD, only DOD applicants will be considered.

SALARY: R103 494 per annum

CENTRE: Joint Operation Division, 4 Special Forces Regiment, Langebaan Western Cape

REQUIREMENTS: Grade 10-12, Secretarial experience will be an advantage. Applicants with prior learning, either by means of experience or alternative courses may apply. Special requirements (skills needed): Knowledge of Word, Excel and PowerPoint. Ability to communicate effectively in English (written and verbal). Knowledge of all required policies and procedures. Analytical and innovative thinking ability as well as problem solving skills. Excellent interpersonal skills. Sound organisational skills. High level of reliability. Ability to act with tact and discretion. Ability to do research and analyse documents and situations.

DUTIES: Provide a secretarial support service. Record appointments and events and manage the Officer Commanding`s diary. Receive telephone calls and refer to the correct role players. Provide secretarial functions in board meetings. Write / type documents, memorandums, letters and reports. Compile agenda’s and take minutes during meetings. Compile minutes correctly. Deal with classified files and documents. Arrange meetings and events for Officer Commanding. Process the travel and subsistence claims for the Officer Commanding. Identify venues, invite role players, organise refreshments and set up schedules for meetings and events. Collect all relevant documents for meetings. Keep Officer Commanding ’s directory. Liaise with travel agencies to make travel arrangements. Prepare briefing and notes for the Officer Commanding as required. Keep a filing system. Organise social functions. Operate office equipment. Order and purchase stationary. Keep updated with policy and procedures. Co-ordinate logistical arrangements for meetings when required. Co-ordinate all logistical arrangements for visitors visiting the Officer Commanding. Remain abreast with the procedures and processes that apply in the office of the Officer Commanding. Scrutinize documents to determine actions / information / other documents required for meetings. Record all minutes / decisions and communicate to all relevant role players and make follow-up on progress. Prepare briefing notes for the Officer Commanding as required.

ENQUIRIES: Maj M.M. Beukes, (022) 707-4519 or WO1 J.M. van Zyl, (022)-4515.

APPLICATIONS: Department of Defence, SA Special Force, Private Bag X 1, Langebaan, 7357.

CLOSING DATE: 26 June 2014

NOTE: Applications must be submitted on the prescribed form Z83 (obtainable from any Public Service department), which must be originally signed and dated by the applicant and which must be accompanied by a detailed CV (with full particulars of the applicants’ training, qualifications, competencies, knowledge & experience) and clear certified copies of original educational qualification certificates, ID document and Driver’s license (where applicable). Failure to comply with the above instructions will result in applications being disqualified. Applicants applying for more than one post must submit a separate form Z83 (as well as the documentation mentioned above) in respect of each post being applied for. If an applicant wishes to withdraw an application it must be done in writing. Should an application be received where an applicant applies for more than one post on the same applications form, the application will only be considered for the first post indicated on the application and not for any of the other posts. Under no circumstances will photostat copies or faxed copies of application documents be accepted. The successful candidates will be subjected to Personnel Suitability Checks (criminal record-, citizenship- & financial / asset record checks and qualification and employment verification). Successful candidates will also be subjected to security clearance processes. Potential candidates, declared in excess must indicate their excess status on Z83, Applicants who do not receive confirmation or feedback within 3 (three) months after the closing date, please consider your application unsuccessful. Due to the large volume of responses anticipated, receipt of applications will not be acknowledged and correspondence will be limited to short-listed candidates only. For more information on the job description(s) please contact the person indicated in the post details. Successful candidates will be appointed on probation for the period of twelve (12) months ito the prescribed rules. The Department reserves the right not to make appointment(s) to the advertised post(s).

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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