Secretary (X4 Posts) – Department of Defence

The Department of Defence remains one of the most respected employers in South Africa, offering stable career opportunities, competitive remuneration, and a chance to serve the nation in one of the most critical sectors of government. The newly announced Secretary (X4 Posts) – Department of Defence vacancies offer a rare and valuable opportunity for individuals who are passionate about administrative work, professional communication, and office management—especially within high-level directorate environments.

These four positions are based at different directorates within the South African Military Health Service (SAMHS) Headquarters, specifically within the Directorate of Psychology, Directorate of Social Work, Directorate HRM, and Corporate Communication. Because each of these directorates plays a crucial role in supporting South Africa’s defence force and health systems, the Secretary is expected to provide world-class administrative and secretarial support, manage sensitive information, and ensure smooth running of office functions daily.

This comprehensive 3000-word guide will help you understand the role fully, unpack the requirements, outline expected duties, and provide practical advice on how to prepare for the application. If you are interested in securing one of the Secretary (X4 Posts) – Department of Defence vacancies, this article is designed to help you apply with confidence and professionalism.

Understanding the Role: Why the Secretary Position Matters in the Department of Defence

The Department of Defence is a large, structured organisation with complex administrative systems, strict compliance procedures, and high-pressure operational environments. Secretaries appointed at the directorate level function as the backbone of the administrative unit. Their role is not just about typing documents or answering phones—it is about ensuring that directors, managers, military staff, and external stakeholders receive accurate information, timely documentation, and seamless coordination.

When serving at SAMHS Headquarters, the secretary becomes part of an institution responsible for providing military health support, psychological services, social work intervention, communication management, and human resource development. Therefore, the Secretary (X4 Posts) – Department of Defence positions are exceptionally integral to operational stability and efficiency.
A secretary in these directorates will:
• Manage highly confidential information
• Serve as the first point of contact for internal and external communication
• Coordinate travel and logistics for senior personnel
• Handle filing, minute-taking, correspondence drafting, and diary management
• Ensure compliance with government policies, procurement regulations, and administrative standards
This makes the secretary a key professional whose responsibilities impact efficiency, service delivery, and stakeholder satisfaction.

Salary Breakdown and What It Means for Applicants

The advertised salary range is R228 321 – R268 950 per annum, at Salary Level 05.
Salary Level 5 positions in government are considered entry-to-mid level roles but come with strong benefits such as:

• Medical aid (through GEMS)
• Pension fund contributions
• Job security and stability
• Opportunities for internal promotions
• Annual salary progression
• Structured leave benefits
For many job seekers, the Department of Defence is a desirable employer because of its strong capacity for long-term career development.

The salary also reflects the complexity of duties attached to this position. Although candidates only require Grade 12, they must possess advanced administrative competence, reliability, strong communication skills, and a high level of professional discretion—qualities that justify the competitive salary.

Locations of the Four Posts

All four positions are based at SAMHS Headquarters in Centurion, but each secretary will work within a different directorate:

• Directorate Psychology – Ref No: SG 04/44/25/20A
• Directorate Social Work – Ref No: SG 04/44/25/20B
• Directorate HRM – Ref No: SG 04/44/25/20C
• Directorate Corporate Communication – Ref No: SG 04/44/25/20D

While the base location is the same, the nature of work in each directorate may differ slightly depending on their operational focus.

Minimum Requirements Explained in Detail

The minimum requirement for these positions is Grade 12 (NQF Level 4) or an equivalent qualification. However, although matric is the basic entry requirement, the advert clearly states that secretarial or administrative experience will be an added advantage. This means candidates with previous roles in administration or office support are more likely to stand out.

Here is a deeper look into the competency expectations:

1. Language Skills and Communication Ability

The secretary must communicate effectively with people at different levels—junior staff, seniors, military personnel, service providers, and the public. Clear, professional communication is essential because the secretary is often the “voice” and “face” of the director’s office.

2. Computer Literacy

Competence in MS Word, Excel, and PowerPoint is critical. Most correspondence, schedules, reports, and presentations run through these platforms. The department expects candidates to demonstrate efficiency in:
• Typing
• Formatting documents
• Managing spreadsheets
• Preparing presentations

3. Telephone Etiquette

The Secretary (X4 Posts) – Department of Defence role involves answering and directing calls to appropriate individuals. Professional telephone etiquette reflects the directorate’s image and helps establish trust with stakeholders.

4. Organisational Skills

Because the secretary handles diaries, meetings, travel arrangements, and documentation, strong organisational ability is non-negotiable. The role requires careful planning and attention to detail.

5. High Level of Reliability

In sensitive environments like defence directorates, reliability is critical. Confidentiality, integrity, and consistency are particularly important because the secretary often manages classified or sensitive information.

6. Interpersonal Skills

The position requires constant interaction with various personalities. Diplomacy, tact, and emotional intelligence are essential.

7. Professional Discretion

Confidentiality is perhaps one of the most important components of this job. The secretary must handle confidential documents and sensitive communication with extreme caution.

Duties and Responsibilities: What You Will Actually Do

The duties listed in the advert reflect a wide range of administrative and secretarial functions. Here’s an expanded explanation of what is expected daily:

1. Provide Secretarial Support to the Director

This includes typing, preparing documents, organizing files, and ensuring the director has everything needed for smooth daily operations.

2. Diary Management

The secretary will record and track appointments, meetings, deadlines, and events. This includes:
• Scheduling
• Adjusting meeting times
• Reminding the director
• Ensuring there are no clashes
Efficient diary management supports organizational productivity.

3. Telephone Management

The secretary receives calls, directs them to correct departments, and provides preliminary information when necessary. Handling calls requires professionalism and the ability to communicate clearly.

4. Office Equipment Operation

This includes using printers, scanners, photocopiers, fax machines, and other office tools. These form part of routine administrative operations.

5. Travel Arrangements

The secretary coordinates travel bookings with agencies, arranges accommodation, and manages related documentation. Ensuring travel is approved and confirmed correctly is an important responsibility.

6. Managing Meetings and Events

This duty includes:
• Booking venues
• Preparing agendas
• Circulating invites
• Ensuring refreshments are arranged
• Preparing meeting documentation
The secretary also takes basic minutes during director-level meetings.

7. Processing Invoices and Claims

The secretary handles financial documentation linked to activities within the directorate. This requires accuracy, compliance with government financial policies, and timely submissions.

8. Filing and Document Management

Creating and maintaining a filing system is essential for record-keeping. Digital and physical filing must be organized, updated, and easily accessible.

9. Drafting Correspondence

This includes drafting:
• Memos
• Letters
• Reports
• Routine communication
The secretary must maintain professionalism and government formatting standards at all times.

10. Procurement Responsibilities

Ordering stationery, refreshments, and other office supplies forms part of the secretary’s duties. Government procurement rules must be followed strictly.

11. Maintaining Compliance with DOD Procedures

The secretary must remain aware of various departmental prescripts, policies, and regulations. Compliance is vital in all administrative tasks.

Why the Department of Defence Is a Great Employer

Government roles continue to be attractive to South Africans because they offer:

• Job stability
• Predictable working hours
• Clear career progression paths
• Benefits such as pension and medical aid
• Learning and development opportunities
In the Department of Defence, these benefits come with the added prestige of serving a national institution that plays a crucial role in public safety, health support, and strategic operations.

Working within SAMHS gives secretaries exposure to high-level organizational operations, healthcare management structures, and professional administrative procedures. This is valuable experience that enhances long-term career prospects.

Ideal Candidate Profile

While the requirements state that Grade 12 is sufficient, the ideal candidate should possess:

• Strong administrative background
• Excellent communication skills
• Superior organizational ability
• Ability to work independently
• Experience in government departments (advantageous)
• Professional interpersonal behaviour
• The ability to multitask efficiently
• High level of discipline
Candidates who demonstrate these competencies during interviews are more likely to be successful.

Tips for Preparing Your Application

1. Use the Correct Reference Number
Each post has a different reference number. Using the wrong reference number can disqualify your application.
2. Ensure Your CV Is Clean, Clear, and Professional
Highlight administrative and secretarial experience clearly.
3. Attach Certified Copies
Ensure your documents are certified and not older than six months.
4. Write a Good Cover Letter
Explain why you are suitable for the Secretary (X4 Posts) – Department of Defence position.
5. Proofread Everything
Accuracy reflects professionalism.

Equity Considerations

The Department aims to promote diversity and representivity. Candidates from underrepresented groups—including youth, women, and persons with disabilities—are encouraged to apply.

Application Process

To apply, send your application to:
Department of Defence
South African Military Health Services
Private Bag X102
Centurion
0046

Or hand-deliver to:
LEW Building, Block A
388 Cnr Selborne and Trichard Ave
Lyttelton
Or email to:
Monare.Lehong@dod.mil.za

Ensure your application includes:

• A fully completed Z83 form (latest version)
• A detailed CV
• Certified ID copy
• Certified copies of qualifications
• Any additional documents that support your application

Final Thoughts

The Secretary (X4 Posts) – Department of Defence vacancies offer highly valuable opportunities for individuals looking to build meaningful careers in administration within a respected government institution.

These positions combine stable employment with the prestige of supporting national defence operations. With the right preparation, professionalism, and attention to detail, you can increase your chances of being shortlisted and selected.

Other Opportunities 

• Apply for client service officers x47 at Department of Employment and Labour 

• Apply for pharmacy store clerk at Mediclinic

Dailyspark is on Social media platforms for more updates, follow our WhatsApp channel