Requirements:

A Diploma or National Diploma in Secretariat, Public Administration, or Information Management is required. Candidates should possess 1-2 years of experience in the office of a Head of Department (HOD) or Chief Executive Officer (CEO). Essential skills include proficiency in computer applications, effective verbal and written communication, strong interpersonal abilities, and analytical skills.

Duties:

The responsibilities include recording, organizing, storing, capturing, and retrieving correspondence and data as part of the line function. The role involves updating registers and statistics, managing routine inquiries, making photocopies, and sending or receiving facsimiles. Additionally, the individual will distribute documents and packages to various stakeholders as necessary, maintain the filing system for the component, and type letters or other correspondence when required. The position also entails keeping and maintaining the incoming and outgoing documents register, liaising with both internal and external stakeholders regarding the procurement of goods and services, and completing procurement forms for standard office supplies. Responsibilities further include managing stock control of office stationery, maintaining the asset register, overseeing the leave register, and keeping the attendance register for the component. The individual will also arrange travel and accommodation, capture and update expenditure records, verify the accuracy of subsistence and travel claims for officials, and submit these claims to the manager for approval. Management of petty cash for the component and providing data for monthly statistical reports are also part of the duties.

Notes:

Applications must be submitted online only at https://jobs.gauteng.gov.za.
Employer: Department of Economic Development
Location: 56 Eloff Street, Johannesburg
Closing Date: 05-03-2025.

Land Your Dream Job: Administration Clerk – HOD’s Office (REFS/022180)

Imagine scoring the perfect job, especially one that puts you right in the heart of the action! The Department of Economic Development is searching for a skilled Administration Clerk to join the HOD’s Office. This is a great chance to play a key role in keeping things running smoothly. If your goal is to make a real difference, you’ll want to know more about this. This article will guide you on crafting an application that stands out from the crowd.

Understanding the Administration Clerk Role

What does an Administration Clerk actually do? It’s more than just answering phones. You are a vital part of the team, ensuring the office runs efficiently.

Key Responsibilities Outlined in REFS/022180

The job description, REFS/022180, gives you a clear picture of the responsibilities. Let’s break down some common tasks:

• Managing Correspondence: This means handling emails, letters, and other documents. You’ll need to sort, file, and distribute information efficiently.
• Scheduling and Calendar Management: You’ll be in charge of coordinating meetings and appointments for the HOD. This requires attention to detail and good organizational skills.
• Record Keeping: Keeping accurate records is key. This may involve creating and maintaining files, both physical and digital.
• Handling Inquiries: You will be the first point of contact for many people. You’ll need to be polite and helpful when answering questions.
• Preparing Reports: As the Administration Clerk, you may be asked to put together reports using data.

Essential Skills for Success

To be a great Administration Clerk, you’ll need certain skills:

• Time Management: You will need to juggle multiple tasks.
• Communication Skills: Speaking and writing clearly is super important.
• Organizational Skills: You should be able to keep things in order.
• Microsoft Office Suite: Being good with Word, Excel, and PowerPoint is a must.
• Record Keeping: As the Administration Clerk, knowing how to properly store and retrieve information is critical to the function of the HOD’s office.

Decoding the Department of Economic Development

The Department of Economic Development aims to boost economic growth and create opportunities. Understanding their goals will show you’re truly interested.

Mission and Vision

The department likely has a mission to create a thriving economy. Their vision might be to foster innovation and attract investment. You can usually find these on their website.

The HOD’s Office: A Central Hub

The HOD’s office is like the command center. It oversees all the department’s activities. The Administration Clerk supports this function by providing administrative support and ensuring smooth communication. You’re the glue that holds it all together!

Crafting a Winning Application

Your application is your first impression. Make it count!

Tailoring Your Resume to REFS/022180

Read the job posting carefully. Identify the key requirements and keywords. Then, update your resume to reflect those skills and experiences. If they mention “calendar management”, highlight your experience scheduling meetings. This is your chance to shine!

The Importance of a Cover Letter

A cover letter lets you show your personality. Do more than repeat your resume. Explain why you want this specific job and how your skills align with their needs.

Here’s a basic template:

• Start with a strong opening: “I am writing to express my keen interest in the Administration Clerk position…”
• Highlight relevant skills and experience: “In my previous role, I developed strong organizational skills…”
• Show your enthusiasm: “I am eager to contribute to the Department of Economic Development’s mission…”
• End with a call to action: “Thank you for your time and consideration. I look forward to hearing from you.”

Addressing Key Selection Criteria

Some applications ask you to address key selection criteria. Answer each point clearly and concisely. Provide specific examples to back up your claims.

Showcasing Your Skills and Experience

Don’t just list your skills. Show them in action!

Quantifiable Achievements

Whenever possible, quantify your achievements. Instead of saying “Improved filing system,” say “Improved filing system efficiency by 15%”. Numbers speak volumes!

Demonstrating Relevant Skills

Use examples to show how you’ve used your skills. For example, “I used my communication skills to resolve a customer complaint, resulting in a satisfied client.”

Preparing for the Interview (If Shortlisted)

Getting an interview is a big step! Be prepared to ace it.

Common Interview Questions

Expect questions like:

• “Tell me about your experience with administrative tasks.”
• “How do you handle a demanding workload?”
• “Describe a time you had to solve a problem at work.”
• “What are your strengths and weaknesses?”

Link to Application

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Researching the Department and the HOD

Learn as much as you can about the Department of Economic Development and the HOD. This shows you’re genuinely interested. Prepare some thoughtful questions to ask them.

Conclusion

Landing the Administration Clerk position in the HOD’s Office (REFS/022180) is achievable with a well-crafted application. Tailor your resume, write a compelling cover letter, and showcase your skills with examples. Research the department and prepare for the interview. You got this! Now go and apply!