Department of Higher Education and Training: Entry Level Admin Clerks / Secretary

Company : Department of Higher Education and Training
Location : Pretoria, South Africa
Closing date: 17 June 2022

The Department of Higher Education and Training invites unemployed youth to apply for the following Government entry level Jobs / positions.

Job level: Grade 12 / Junior / Entry level SA Government Jobs

The following entry level job opportunities are open for applications:

General Administrative Clerk: Learning Programme Support

Location: Pretoria

Reference No: DHET 96/05/2022

Requirements: Matric /Grade 12 certificate.

Advantageous: An appropriate Degree/Diploma in Public Administration/Management/Social Sciences/Economics will be an added advantage.

Experience:  A minimum of 1-2 years of experience in rendering secretariat and administrative functions in supporting SETAs to implement the National Skills Development Strategy (NSDS III) and National Skills Accord.

Knowledge: . Knowledge of Departmental policies and procedures; Skills Development Act; Skills Development Levies Act; Organising Framework for Occupations (OFO); SETA Workplace-Based Learning Programme Agreement Regulations; National Qualifications Framework Act; Basic Conditions of Employment; and Batho Pele Principles.

Duties: Responsible for assisting with the registration of learners’ applications on the Learnership Registration system and providing general administrative support relating to other learning programmes. Assisting with drafting and compiling letters, submissions, memos, and other official correspondence. Handle enquiries from various stakeholders within the PSET system; coordinate meetings and arrange the logistics timeously in preparation for the meetings, travelling and accommodation; Assist with the analysis and evaluations of the Organizing Framework for Occupations (OFO)’s inputs from SETAs in conjunction with the OFO Task Team;

Secretary to The Director: Financial Services

Location: Pretoria

Reference No: DHET97/05/2022

Requirements: Matric /Grade 12 certificate.

Advantageous: An appropriate Degree/Diploma in Office Administration/Secretarial, Administration or equivalent qualification in secretarial and administrative functions will be an added advantage.

Experience: A minimum of 1-2 years of experience in rendering secretariat and administrative functions in supporting SETAs to implement the National Skills Development Strategy (NSDS III) and National Skills Accord.

Knowledge: Knowledge of relevant legislation, prescripts, policies and procedures, Basic Financial Management and understanding of supply chain processes. Knowledge of Records Management of documents.

Duties: Provide secretarial/receptionist support services to the Director, including support in the planning and managing of day-to-day office activities. Schedule meetings and workshops; Manage and administer the Director’s diary and itinerary; Prepare all necessary documentation for the Director. Perform routine duties in the office of the Director including telephone, travel arrangements, and hotel bookings. Arrange appointments and meetings with stakeholders; Render office management support services including the keeping of records of all documents received and processed; obtain inputs, collates and compile reports, e.g. progress, monthly and management reports; Scrutinise routine submissions/ reports and make notes and/or recommendations for the Director;

Secretary to The Director: National Qualification Framework

Location: Pretoria

Reference No: DHET98/05/2022

Requirements: Matric /Grade 12 certificate.

Advantageous: An appropriate bachelor’s degree/national diploma in Office Administration/Secretarial, Administration or equivalent qualification in secretarial and administrative functions will be an added advantage.

Experience: A minimum of 1-2 years’ employment experience in rendering administrative and secretarial support services.

Knowledge: Knowledge of relevant legislation, prescripts, policies and procedures, Basic Financial Management and understanding of supply chain processes. Knowledge of Records Management of documents.

Duties: Provide secretarial/receptionist support services to the Director, including support in the planning and managing of day-to-day office activities. Schedule meetings and workshops; Manage and administer the Director’s diary and itinerary; Prepare all necessary documentation for the Director. Perform routine duties in the office of the Director including telephone, travel arrangements, hotel bookings; and arranging appointments and meetings with stakeholders; Render office management support services including the keeping of records of all documents received and processed; obtain inputs, collates and compile reports, e.g. progress, monthly and management reports; Scrutinise routine submissions/ reports and make notes and/or recommendations for the Director; Provide communication support services to the Director, including handle all correspondence and queries requiring the attention of the Director.

Secretary to The Director: Collective Bargaining

Location: Pretoria

Reference No: DHET99/05/2022

Requirements: Matric /Grade 12 certificate.

Advantageous: A Degree/Diploma in Secretarial, Administration or equivalent qualification in secretarial functions will serve as an added advantage..

Experience: A minimum of 1-2 years’ employment experience in rendering administrative and secretarial support services

Knowledge: Knowledge of relevant legislation, prescripts, policies and procedures, Basic Financial Management and understanding of supply chain processes. Knowledge of Records Management of documents.

Duties:  Provide secretarial/receptionist support services to the Director, including support in the planning and managing of day-to-day office activities. Schedule meetings and workshops; Manage and administer the Director’s diary and itinerary; Prepare all necessary documentation for the Director. Perform routine duties in the office of the Director including telephone, travel arrangements, hotel bookings; and arranging appointments and meetings with stakeholders; Render office management support services including the keeping of records of all documents received and processed; obtain inputs, collates and compile reports, e.g. progress, monthly and management reports; Scrutinise routine submissions/ reports and make notes and/or recommendations for the Director;

Registry Clerk

Location: Pretoria

Reference No: DHET100/05/2022

Requirements: Matric /Grade 12 certificate.

Advantageous: A Degree/Diploma in Records Management or equivalent qualification will serve as an added advantage

Experience: A minimum of 1-2  years relevant working experiences in the registry environment.

Knowledge: Knowledge of records/ documents management, a file plan, and mail and courier service procedures. Knowledge Information Act (PAIA) and National Archives and Records Service Act (NARSA). Knowledge of electronic document and records management system (EDRMS).

Duties: Sort and package files for archives and distribution, compile a list of documents to be archived and submit to the supervisor. Keep records for archived documents. Opening and close files according to the record classification system. Handle the filing, storage, tracing (electronically and manually) and retrieval of documents and files. Complete index cards for all files. Safekeeping of all files with a clear tracking system of in, out and transfer of files, control movement of files and access to files. Make follow-up of files if not returned to Registry after the due date.

Senior Administration Clerk

Location: Pretoria

Reference No: DHET101/05/2022

Requirements: Matric /Grade 12 certificate.

Advantageous: A Degree/Diploma in Administration/Management or relevant equivalent qualification will serve as an added advantage.

Experience: A minimum of 1-2 years’ employment experience in rendering administrative and secretarial support services.

Knowledge: The ideal candidate should be proficient in MS Office, typing, and written and verbal communication skills.

Duties: Responsible for overall general administration in the Directorate NSA including coordination of meetings. Provide office administration support to the Directorate, including filing, tracking, and processing of documents and correspondence. Performance of administrative tasks such as taking minutes, and typing correspondence such as reports, letters, and internal memos. To assist the NSA in running the office and provide support when required. Provide clerical support in the development of strategic plans, and annual performance plans

Secretary to The Director: Governance Support

Location: Pretoria

Reference No: DHET102/05/2022

Requirements: Matric /Grade 12 certificate.

Advantageous: A Degree/Diploma in Secretarial, Administration or equivalent qualification in secretarial functions will serve as an added advantage

Experience: A minimum of 1-2 years’ employment experience in rendering administrative and secretarial support services.

Knowledge: Knowledge of relevant legislation, prescripts, policies and procedures, Basic Financial Management and understanding of supply chain processes. Knowledge of Records Management of documents.

Duties: Provide secretarial/receptionist support services to the Director, including support in the planning and managing of day-to-day office activities. Schedule meetings and workshops; Manage and administer the Director’s diary and itinerary; Prepare all necessary documentation for the Director. Perform routine duties in the office of the Director including telephone, travel arrangements, hotel bookings; and arranging appointments and meetings with stakeholders; Render office management support services including the keeping of records of all documents received and processed; obtain inputs, collates and compile reports, e.g. progress, monthly and management reports; Scrutinise routine submissions/ reports and make notes and/or recommendations for the Director;

Secretary To The Director: Risk, Fraud, Ethics, and Integrity Management

Location: Pretoria

Reference No: DHET103/05/2022

Requirements: Matric /Grade 12 certificate.

Advantageous: A Degree/Diploma in Secretarial, Administration or equivalent qualification in secretarial functions will serve as an added advantage

Experience: A minimum of 1-2 years’ employment experience in rendering administrative and secretarial support services.

Knowledge: Knowledge of relevant legislation, prescripts, policies and procedures, Basic Financial Management and understanding of supply chain processes. Knowledge of Records Management of documents.

Duties: Provide secretarial/receptionist support services to the Director, including support in the planning and managing of day-to-day office activities. Schedule meetings and workshops; Manage and administer the Director’s diary and itinerary; Prepare all necessary documentation for the Director. Perform routine duties in the office of the Director including telephone, travel arrangements, hotel bookings; and arranging appointments and meetings with stakeholders; Render office management support services including the keeping of records of all documents received and processed; obtain inputs, collates and compile reports, e.g. progress, monthly and management reports; Scrutinise routine submissions/ reports and make notes and/or recommendations for the Director; Provide communication support services to the Director, including handle all correspondence and queries requiring the attention of the Director.

Human Resource Auxiliary Services Clerk: Corporate Management Services

References: 

• Polokwane: DHET104/05/2022
• Pietermaritzburg: DHET105/05/2022
• Cape Town: DHET106/05/2022
• East London: DHET107/05/2022

Requirements: Matric /Grade 12 certificate.

Advantageous: A Degree/Diploma in Human Resource Management or equivalent qualification.

Experience: A minimum of 1-2 years of working experience in a Human Resource Management environment

Knowledge: Knowledge of Human Resource functions as well able to capture data, operate computers and collate administration statistics. Basic knowledge and insight into human resource prescripts. Knowledge and understanding of PERSAL. Knowledge of registry duties and importance. Flexibility and teamwork

Duties: Implementation of Human Resource practices i.e., Recruitment and Selection, Conditions of service- attend employee benefits. Serve as secretariat during selection and interview periods. Administration of Performance and Development system, Probationary periods adhered to and assist on Pillar processes. Adhere to Government Prescripts. Assist in leave management. Coordinate and facilitate training and induction programmes. Liaise with external training providers. Conduct training needs analysis.

Project Administrator: Education For Employment (E4E)

Location: Pretoria

Reference No: DHET109/05/2022

Requirements: Matric /Grade 12 certificate.

Advantageous: A Bachelor of Arts/ Financial Management or equivalent qualification will serve as an added advantage.

Experience: A minimum of 1-2 years’ employment experience in office administrative and secretarial support. The candidate should have appropriate experience in general office administration, workflow management and client service

Knowledge: Must have effective communication and report writing as well as sound administration skills.

Duties: Assist in the coordination and monitoring of projects funded from grants and donor funding. Assist as a Secretariat for projects meetings. Compile submissions, reports, and memos. Support the middle managers in the programme reporting and evaluation of projects for the effective and efficient utilization of projects funds. Recording and tracking of submissions received by and sent out as part of project administration. Perform any other duties delegated from time to time in the Directorate Provide administrative support to project managers on the Education for Employability (E4E).

Skills and Competencies:

• Good interpersonal and communication skills to interface with people at different levels and diverse backgrounds.
• Good telephone etiquette and experience in using computer applications MS Word, Excel, PowerPoint, and Outlook.
• Always maintain confidentiality.
• Good organisational and basic events management skills.
• Ability to create spreadsheets and manage basic databases and presentations.
• Basic knowledge of financial administration, including budgets, and managing cash flow

How to Apply

Applications:

To Apply, Please fill in the online Z83 application form below. Please indicate the reference number and position you are applying for on your online application form.

Online Z83 Application Form 

Upload the following supporting documents:

• A comprehensive CV,
• Copies of all qualifications (including matriculation), identity document, valid driver’s licence, and any other document (where required).
• A fully completed and signed (electronic signature) Z83 form will be considered.