Administrative Assistant : 6- months Contract

Cape Peninsula University of Technology; Cape Town; On-site; ZAR 200,000 - 350,000; Full time

Job summary

A higher education institution in Cape Town is seeking an experienced administrative professional to provide secretarial support and manage office operations. Candidates must have strong skills in MS Office and prior experience in a university environment. Key responsibilities include organizing meetings, maintaining records, and addressing queries from students and staff. This role offers a chance to contribute to an academic setting.

Qualifications

• Proven skills and experience in a university office environment are essential.
• Experience working with ITS is required.

Responsibilities

• Receive and distribute mail, maintain filing and records, manage the HOD's diary.
• Organize meetings, prepare documents, and attend meetings to take minutes.
• Order stationery, maintain stock, and receive visitors.
• Collate, verify, and update information regularly.
• Handle calls and emails, address student and staff queries.

Skills

Proficiency in MS Office suite

Verbal and written communication skills

Time management

Customer focus

Attention to detail

Interpersonal skills

Education

Level 7 qualification in Business Administration or Office Management

Tools

MS Excel

MS Word

ITS

Job description

Job Knowledge

Proven skills and experience in a university office environment are essential. Proficiency in MS Office suite and experience working with ITS are required.

Recommendation: A level 7 qualification in Business Administration, Office Management and Technology, or Building / Construction is preferred.

Key Performance Areas / Principal Accountabilities

1. Correspondence / documentation: Receive and distribute mail, maintain filing and records, manage the HOD's diary.
2. Secretarial Support: Organize meetings, prepare documents, arrange venues and refreshments, attend meetings to take minutes.
3. General office operations: Order stationery, maintain stock, receive visitors, ensure office equipment functionality.
4. Database Administration: Collate, verify, and update information regularly.
5. Departmental support: Handle calls and emails, address student and staff queries, participate in departmental activities like registration and graduation.

Competencies

• Adaptability to change
• Verbal and written communication skills
• Teamwork and collaboration
• Initiative and action orientation
• Creativity and problem-solving
• Attention to detail
• Numeracy skills
• Proficiency in MS Excel and MS Word
• Customer focus and learner mindset
• Time management and organizational skills
• Professional and technical knowledge
• Interpersonal skills
• Stress management
• Safety awareness
• Confidentiality