Reporting to the Director: Management of the HEQSF, the successful candidate will be responsible for the following: 

• Identify data sources and collate information relevant to the work of the sub-programme.
• Conduct primary research as and when requested. 
• Keep track of publications and ensure they are available when needed. 
• Format documents, reports, information as and when requested. 
• Assist with information-related queries when required. 
• Capture information as requested. 
• Develop and maintain an electronic document filing system. 
• Develop and maintain relevant databases. 
• Disseminate relevant information. 
• File all documentation and correspondence received in the file plan. 
• Archive attendance lists, agendas, minutes and other documents from meetings and events. 
• Maintain updated lists of committees and working group members and their contact details. 
• Input and update data in the sub-programme database. 
• Provide documents requested timeously. 
• Maintain confidentiality of records and documents. 
• Coordinate meetings and workshops. 
• Draft and distribute meeting agendas and relevant documentation. 
• Book, collect and set up equipment needed for meetings. 
• Arrange venues, catering and other requirements for meetings. 
• Liaise with Supply Chain to ensure all the meeting requirements are met. 
• Make Travel and accommodation arrangements for meeting participants. 
• Compile, copy, collate and distribute documents and stationery for meetings. 
• Reconcile general ledger statements. 
• Process invoices and travel claims. 
• Facilitate the contracting and payment of peer academics. 
• Ensure that all the equipment in the area of responsibility is in good working order. 
• Serve as the primary point of contact in the area of responsibility. 
• Respond to routine queries and provide information to stakeholders. 
• Arrange meetings between stakeholders and Team members. 
• Build and maintain relationships with internal and external stakeholders. 
• Interact with stakeholders about information required by them or from them.  

The successful candidate should have: 

• A Secretarial/Administration Diploma or relevant NQF level 7 qualification. 
• A certificate in Microsoft Office. 
• A minimum of 2- 3 years’ experience in an Executive Administrator or similar role.