Purpose

• The role will ensure administrative, co-ordination and support services to the director for the smooth running of the division. Actively participate and contribute to team processing in sharing knowledge and information that will promote harmony and contribute to collective efforts in meeting the department and University strategic goals.

Minimum Requirements

• Relevant Diploma (NQF 6) or Certificate (NQF 5) (Secretarial and Office Management)
• 2 years and more relevant experience.
• Computer Literate

Recommendation

• Exposure to HR practices in a Higher Education environment
• ITS experience would be an added advantage.
• HR experience.

Duties and Responsibilities

• Correspondence Handling
• Receive all incoming emails and letters: own/school/department/ section.
• Keep records of all correspondence.

Typing

• Type correspondence, memoranda, agendas, and letters generated by the School/Department.
• Preparation of PowerPoint slides where required.

Meeting Administration

• Compile and circulate dates of monthly staff meetings.
• Coordinate meetings/functions
• Type meeting agendas and distribute.
• Take minutes, type, and distribute to meeting attendees.

General Administration

• Coordinate maintenance of office equipment.
• Maintaining a logical, methodical filing system that is accessible.
• Do photocopying for the school/ department/section.
• Make travel arrangements.
• Provides general administrative assistance and support and works cooperatively with HR team members to support and complete the Human Resource Department work plan and actively participates in the department’s planning sessions.

Database Administration

• Collate and compile information for inputting on the Database system.
• Check data for accuracy.
• Update data and database regularly.

Telephone Coverage

• Screen all calls for the Director/ Head of Department/Section
• Take messages.
• Respond to voicemail messages.

Dairy management

• Handle the Director’s diary.
• Set up meetings and venues via the electronic diary.
• Manage travel, hotels, and flight bookings.

Purchase orders and procurement.

• Processing and monitoring purchases
• Ordering stationery
• Maintaining stock required for the School/Department
• Implement and maintain a relevant document management system in relation to the procurement function.
• Receive purchase order requests from relevant parties.
• Ensure that all PO requests are signed off by the designated signatories and obtain approval.
• Matching up of PO request and original PO from ITS
• Communicate with all vendors regarding outstanding deliveries and payment procedures.
• Clearing unpaid PO’s monthly

Financial administration

• Follow up on invoices for payment.
• Submit purchase orders for payment to the required office.
• Active participation in the budget processes.

Client/ Student Liaison

• Co-ordinate liaison between schools/departments/sections
• Respond to student/staff/visitor/ other University environments queries by any appropriate means of communication.
• External liaison with other Colleges, Universities, Service Providers, etc. by any means appropriate.

Monitoring evaluation and reporting

• Monitor, maintain, and order office consumables.
• Monitor the level of tidiness of meeting rooms, notice boards, etc.
• Monitor the Maintenance Department and Cleaners to keep areas tidy.