If you have been shortlisted for a Secretary position in the South African government, proper interview preparation is critical. Government Secretaries play a key role in office coordination, executive support, communication, record-keeping, and compliance, especially within senior management and Human Resource environments.
This blog post provides 30 possible Secretary interview questions and clear model answers, aligned with official government requirements, public service values, and practical assessment expectations such as typing and computer skills tests.
Understanding the Role of a Secretary in SA Government
A Secretary in government provides professional administrative and secretarial support to managers or senior officials. The role requires discretion, excellent communication skills, advanced computer literacy, and the ability to manage office operations efficiently.
Secretary Post Requirements (SA Government)
Minimum Qualification
- Grade 12 / Matric or equivalent qualification
Added Advantages
- Secretarial qualification or equivalent
- Experience in secretarial and office management
- Knowledge of the Human Resource environment
- Valid driver’s licence
Assessment Methods
- Typing and computer skills test
- Pre-entry practical exercise to assess technical and generic competencies
Core Skills and Competencies Required
- Excellent verbal and written communication
- Advanced typing and computer skills
- Office administration and coordination
- Time management and organisation
- Confidentiality and professionalism
- Ability to work under pressure
- Interpersonal and customer service skills
30 Secretary Interview Questions and Answers (SA Government)
General Interview Questions
1. Tell us about yourself.
Answer:
I am a professional and organised administrative professional with experience in secretarial and office support. I have strong communication, typing, and computer skills, and I understand the importance of confidentiality in a government environment.
2. Why do you want to work as a Secretary in government?
Answer:
I want to contribute to effective public service delivery by providing efficient administrative and secretarial support that enables managers to perform their duties effectively.
3. What do you understand about the role of a Secretary?
Answer:
A Secretary manages correspondence, schedules meetings, prepares documents, maintains records, and provides administrative support while ensuring professionalism and confidentiality.
4. Why should we appoint you?
Answer:
I am reliable, detail-oriented, and skilled in office administration. I work well under pressure and consistently meet deadlines.
5. What secretarial experience do you have?
Answer:
I have experience in typing documents, managing diaries, handling correspondence, organising meetings, and supporting management.
Office Administration & Technical Skills
6. How do you manage a manager’s diary?
Answer:
By scheduling appointments efficiently, prioritising urgent matters, confirming meetings, and ensuring no conflicts.
7. What computer programs are you familiar with?
Answer:
Microsoft Word, Excel, Outlook, PowerPoint, email systems, and basic document management systems.
8. How do you ensure accuracy when typing documents?
Answer:
I proofread my work, use spell-check tools, and verify information before submission.
9. How do you handle confidential information?
Answer:
I follow confidentiality policies, limit access to information, and store documents securely.
10. How do you prioritise tasks in a busy office?
Answer:
I assess urgency, set deadlines, and organise tasks using schedules or task lists.
Communication & Interpersonal Skills
11. How do you handle telephone calls professionally?
Answer:
By answering politely, recording messages accurately, and directing calls to the appropriate officials.
12. How do you deal with difficult clients or colleagues?
Answer:
I remain calm, professional, and respectful, and focus on resolving issues constructively.
13. What does good customer service mean to you?
Answer:
Providing courteous, timely, and helpful assistance to all clients and colleagues.
14. How do you ensure effective communication in the office?
Answer:
By being clear, responsive, and ensuring information is shared accurately and promptly.
15. How do you handle meeting arrangements?
Answer:
I schedule venues, prepare agendas, distribute documents, take minutes, and follow up on action items.
Human Resource & Government Environment
16. What experience do you have in the Human Resource environment?
Answer:
I have assisted with HR correspondence, filing personnel records, scheduling interviews, and maintaining confidentiality.
17. Why is confidentiality important in HR and secretarial work?
Answer:
It protects personal information and maintains trust and compliance with policies.
18. What do you know about public service ethics?
Answer:
Public servants must act with integrity, professionalism, accountability, and transparency.
19. How do you apply Batho Pele principles in your work?
Answer:
By being courteous, transparent, efficient, and responsive to the needs of clients.
20. How do you ensure compliance with office procedures?
Answer:
By following policies, maintaining records, and seeking clarification when unsure.
Practical & Scenario-Based Questions
21. What would you do if given urgent tasks with the same deadline?
Answer:
I would prioritise tasks, communicate timelines, and seek guidance if necessary.
22. How would you prepare for a typing or computer skills test?
Answer:
By practising typing speed and accuracy and reviewing common office software functions.
23. What would you do if you made a typing error on an official document?
Answer:
I would correct it immediately, recheck the document, and ensure accuracy before submission.
24. How do you handle pressure and deadlines?
Answer:
I stay organised, focused, and calm while managing my time effectively.
25. What would you do if a manager is unavailable but urgent information arrives?
Answer:
I would record the information, assess urgency, and follow escalation procedures if required.
Career & Development Questions
26. How do you keep your secretarial skills up to date?
Answer:
By practising computer skills, attending training, and learning new office systems.
27. What role does a Secretary play in office efficiency?
Answer:
A Secretary ensures smooth office operations by coordinating communication and administrative tasks.
28. How do you manage office records?
Answer:
By filing documents systematically and ensuring easy retrieval when needed.
29. How do you support management decisions?
Answer:
By providing accurate information, organising documentation, and ensuring administrative support.
30. Where do you see yourself in five years?
Answer:
I see myself growing into a senior administrative or office management role within the public service.
Final Interview Tips for Secretary Candidates
- Practise typing speed and accuracy
- Revise MS Office skills
- Emphasise confidentiality and professionalism
- Demonstrate organisation and communication skills
- Align answers with Batho Pele principles