All administrative clerk jobs available in 2025
Location: Cape Town, Western Cape
Job Type Classification: Permanent
Closing Date: None
Salary: market related
Job Purpose
The Administrative Support Officers are responsible for providing a wide range of clerical, secretarial, and administrative support services to ensure efficient and effective operations across various teams and departments. These roles contribute to smooth office functioning through document management, data entry, scheduling, records keeping, communication handling, and other essential administrative tasks.
Whether serving as Secretary Clerks, Administrators, or Clerks, the incumbent(s) will play a critical role in maintaining service standards, supporting managers and teams, and ensuring compliance with internal policies and procedures.
Key Responsibilities
1. Administrative and Clerical Support
- Provide daily administrative support to staff and departments by managing filing systems, processing documents, and maintaining office records.
- Assist with the creation and formatting of documents including letters, reports, presentations, memos, spreadsheets, and templates.
- Capture and update data accurately into internal systems, databases, and registers.
- Maintain both physical and electronic filing systems to ensure secure and easy access to information.
- Photocopy, print, bind, and scan documents for team use and external distribution.
2. Secretarial and Scheduling Duties
- Manage diaries, schedule meetings, and coordinate appointments for team leaders or executives.
- Prepare and distribute meeting agendas, take accurate minutes during meetings, and follow up on action items.
- Make bookings for conference venues, travel, accommodation, and catering as needed.
- Liaise with internal and external stakeholders to confirm meeting details and logistics.
3. Front Office and Communication Management
- Act as the first point of contact for telephone calls, emails, and visitors—responding to queries or redirecting as appropriate.
- Handle incoming and outgoing correspondence, including mail, courier deliveries, and internal memos.
- Provide professional and friendly service to clients, staff, suppliers, and the general public.
- Maintain office reception areas and ensure that all incoming visitors are greeted and attended to.
4. Data Entry and Record Management
- Capture, update, and validate data in spreadsheets, systems, and databases as required.
- Prepare routine reports, maintain logs and records (e.g., attendance, inventory, registers).
- Support the preparation of departmental statistics, audit trails, and compliance records.
- Maintain confidentiality of sensitive data and ensure compliance with the POPIA and other data protection regulations.
5. Procurement and Office Resource Coordination
- Monitor and replenish stock levels of office supplies such as stationery and equipment.
- Raise purchase requests, process invoices, and track departmental expenses.
- Liaise with supply chain or procurement teams regarding the purchase of goods and services.
- Ensure assets are properly allocated and maintained in accordance with asset control procedures.
6. Support to Management and Teams
- Provide direct support to management by preparing documentation, managing calendars, and organizing events.
- Coordinate internal communications and assist with compiling departmental reports and updates.
- Support colleagues with clerical tasks, special projects, and routine operations during peak periods or staff shortages.
- Assist in tracking and updating organizational compliance tasks or HR administration.
Minimum Qualifications & Experience
Educational Requirements:
- Matric / Grade 12 (NQF Level 4) is required
- A post-matric certificate or diploma in Office Administration, Business Administration, Public Management, or a related field is preferred
Experience:
- At least 1–3 years of relevant experience in an administrative, secretarial, or clerical role
- Experience in public sector administration or within a government/regulatory framework will be advantageous
- Proven experience in minute-taking and document handling is essential for Secretary Clerk roles
Computer Literacy:
- Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint)
- Familiarity with data entry and document management systems
- Typing speed and accuracy are advantageous
Key Competencies and Skills
Administrative Competencies
- Excellent organizational and multitasking abilities
- Ability to manage time effectively and meet strict deadlines
- Attention to detail and accuracy in handling data and records
- Professional verbal and written communication
- Capable of maintaining confidentiality at all times
Soft Skills
- Interpersonal and relationship-building skills
- Client service orientation and a helpful attitude
- Emotional resilience and ability to work under pressure
- Team collaboration and willingness to assist others
- Flexible, reliable, and self-motivated
Technical Skills
- Minute-taking and report writing (especially for Secretary Clerks)
- Office equipment operation (printers, scanners, telephones, projectors)
- Filing and document control practices
- Basic financial or procurement system usage (e.g., invoice processing, petty cash tracking)
Attitudes and Personal Attributes
- Professionalism and a strong sense of integrity
- Positive attitude with a solution-focused approach
- High level of accountability and ownership of tasks
- Commitment to continuous improvement and learning
- Willingness to work beyond normal hours when required
Work Environment and Conditions
- Office-based role with regular interaction with internal departments and external visitors
- May be required to attend meetings outside of normal office hours on occasion
- Fast-paced environment with shifting priorities and routine deadlines
- Use of computers and office machinery daily
- Adherence to policies governing records, confidentiality, and data security
Reporting Structure
These positions report directly to the Department Manager, Supervisor, or designated Senior Administrator, depending on the unit’s organizational structure. Collaboration across departments and support to various stakeholders is a key element of the role.
Why Join Us?
These roles offer an exciting opportunity to become an integral part of a high-functioning administrative team within a dynamic organization. You will contribute to the efficient delivery of services and gain valuable exposure to operational, governance, and client-facing activities. We are committed to supporting personal and professional growth and offer a respectful, inclusive working environment.
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