Academic Department Secretary – Admin & Coordination

Cape Peninsula University of Technology; Cape Town; On-site; ZAR 170,000 - 210,000; Full time

Job summary

Cape Peninsula University of Technology invites applications for a Departmental Secretary (Internal Applicants Only). This permanent, on-site role provides secretarial and administrative support to the Health & Wellness Sciences department, Emergency Medical Sciences, including diary management, correspondence, and student/staff administration.

Proficiency in MS Office and ITS/OPA/MIS/HEMIS is essential. Applicants should have at least two years’ higher-education secretarial experience, strong

Qualifications

• At least two (2) years’ secretarial and/or departmental administrative experience within a Higher Education environment
• Knowledge of general administrative functions, basic principles of finances, and human resources
• Proficiency in MS Office (Advanced knowledge in Word, Excel, PowerPoint, Project, SharePoint, OneDrive, Teams, Forms) as well as in the use of ITS, OPA, MIS, HEMIS, and other CPUT IT software

Responsibilities

• Receive mail and e-mails for the department and distribute to addressees
• Typing of memoranda, test/examination scripts and letters for staff
• Administration pertaining to the department’s main function including examinations, timetables, applications, and student/staff records
• Database administration and input into One Drive and SharePoint
• Prepare minutes and agendas for meetings and circulate
• Assist in HR documentation including part-time appointments and monthly claims
• Procurement of equipment; obtain quotes; submit invoices
• Record administration of documents and filing
• Phone coverage and general office operations
• Team support from orientation to graduation of students
• Support in staff documentation, financial requisitions and management
• Office 365 Suite proficiency including MS Excel and MS Word
• Minute taking
• Verbal and written communication
• Interpersonal skills and telephone etiquette
• Planning, time management and organization
• Adaptability and deadline driven work style
• Stress tolerance and safety awareness

Skills

Secretarial experience

Administrative support

Verbal and written communication

Interpersonal skills

Time management

Teamwork

Adaptability

Attention to detail

Customer service

Education

National Diploma in Office Management Technology

Tools

MS Office

Word

Excel

PowerPoint

SharePoint

OneDrive

Teams

Forms

ITS

OPA

MIS

HEMIS

Job description

Cape Peninsula University of Technology invites applications for a Departmental Secretary (Internal Applicants Only). This permanent, on-site role provides secretarial and administrative support to the Health & Wellness Sciences department, Emergency Medical Sciences, including diary management, correspondence, and student/staff administration.

Proficiency in MS Office and ITS/OPA/MIS/HEMIS is essential. Applicants should have at least two years’ higher-education secretarial experience, strong