Secretary X2

Employer: Department of Defence (Military Legal Services)
Position: Secretary
Reference Number: DLSD/19/20/26/02
Number of Posts: 2
Location: Armscor Building, Erasmuskloof, Pretoria, South Africa
Employment Type: Permanent
Salary: R237,453 – R279,708 per annum (Level 05)

The Department of Defence is currently recruiting suitably qualified candidates for the position of Secretary within the Military Legal Services division in Pretoria. This opportunity is ideal for individuals seeking entry-level government administration jobs , receptionist roles, or secretarial support positions in South Africa
, with no prior work experience required.

This role focuses on providing professional secretarial, administrative, and reception support to the Director, while ensuring efficient office operations and high standards of service delivery.

The purpose of this Secretary position is to:

• Provide administrative and secretarial support to the Director
• Coordinate meetings, travel arrangements, and schedules
• Ensure efficient handling of correspondence and records
• Support daily operations within the Military Legal Services office

This role is essential for maintaining the smooth functioning of executive-level administrative activities.

Applicants must meet the following criteria:

• No previous work experience required
• Basic knowledge of office administration procedures

The ideal candidate should demonstrate:

• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Strong written and verbal communication skills
• Professional attitude and appearance
• Excellent organisational and planning skills
• Ability to act with tact and discretion
• High level of reliability and confidentiality
• Strong interpersonal skills
• Ability to manage multiple tasks

The successful candidate will perform the following duties:

• Provide full secretarial support to the Director
• Draft routine correspondence and reports
• Type documents for the Director and staff
• Maintain manual and electronic filing systems
• Prepare briefing notes and meeting documents

• Answer incoming telephone calls professionally
• Direct calls to the relevant departments or personnel
• Take and relay accurate messages
• Receive visitors and ensure appropriate assistance
• Maintain professional front office operations

• Maintain the Director’s diary
• Schedule appointments, meetings, and events
• Provide reminders for upcoming commitments
• Ensure efficient time management

• Arrange meetings and official events
• Book venues and organise logistics
• Invite relevant stakeholders
• Arrange catering and refreshments

• Liaise with travel agencies for travel arrangements
• Confirm and verify travel bookings
• Process travel and subsistence claims
• Ensure all travel documentation is complete

• Process invoices related to departmental activities
• Manage petty cash and administrative expenses
• Maintain financial records as required
• Ensure compliance with procedures

• Receive, record, and distribute incoming and outgoing documents
• Maintain filing systems for the Director and department
• Manage document tracking and archiving
• Ensure document accuracy and confidentiality

• Operate office equipment such as fax machines, scanners, and photocopiers
• Maintain office supplies and procurement of standard items
• Ensure the office is organised and functional

• Stay updated with departmental policies and procedures
• Ensure compliance with public service regulations
• Understand…