14/76 : OFFICE ADMINISTRATOR GRADE II REF NO: DOT/ HRM/2026/22

A recognised NQF level 6 qualification by SAQA in Office Management and Technology/ Secretariat/ Management Assistant/ Public Management/ Administration/ Business Management with 2 years’ experience in rendering support service to senior management. Knowledge and Skills: Computer Literature Certificate. Administration Skills Certificate. Record Keeping. Communication Skills. Excellent written and verbal abilities. Ability communicates with all cultures at all levels. Have a positive open, friendly disposition in all communications. Confidence, confidentiality and reliability is essential. Computer Literacy. Experience of Corel and Microsoft, in order to communicate computer-wise in any given situation. Ability to use the internet. E-mail (electronic diaries, scheduling of meetings). Administrative Abilities. Successful handling of documents and correspondents. Successful coordination of the office. Client satisfaction, both internal and external.

Provide a support services to the Chief Director; Answer and record telephone/facsimile/email activity on behalf of the Chief Director as well as screen calls; Record and deal with queries from public and personnel in the department; create a database of clients with respect to contact information, line of business and other information. Attend to documentation (filing, tracking, update and disposal thereof); Receive documentation, acknowledge receipt, apply file number/ allocation, record data into computer system, file appropriately; Perform document tracking for all documentation; Keep record of incoming and outgoing documents. Perform general office administration; Sent and receive faxes, email receive and dispatch items and do photocopying; obtain relevant quotes and order supplies; Type letters, agendas, minutes and other correspondences as necessary. Assist in organising meeting, workshops, seminars and conferences. Prepare for meetings (arrange venues, refreshments, equipment’s copy relevant literature; Buy refreshments supplies for the office. Chief User Clerk; Complete and sign VAS 2 forms; Order stationery, equipment and furniture for the office; Monitor office orders.