Departmental Secretary (P11) (Faculty of Health Sciences: Department of Environmental Health) ([...]

University of Johannesburg; Gauteng; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A leading university in South Africa is seeking a dedicated office manager to coordinate departmental activities and provide administrative support. The ideal candidate must have a diploma (NQF 6), at least 3-5 years of experience, and strong proficiency in MS Office and the Oracle system. Successful applicants will demonstrate exceptional organizational skills and the ability to manage office operations professionally.

Qualifications

• At least 3 to 5 years of job-related experience.
• Extensive diary management and scheduling.
• Extensive telephone etiquette.

Responsibilities

• Coordinate office management activities of the department.
• Manage the department's front office.
• Administer procurement of operational and capital items.

Skills

Good administration and organisation skills

High attention to detail

Ability to perform under pressure and independently

Good communication skills

Interpersonal skills

Professional approach

Education

Diploma or relevant (NQF 6)

Tools

Oracle system

MS Office packages

Job description

Introduction

The University of Johannesburg (UJ) is a vibrant and cosmopolitan institution, guided by its bold UJ Strategy 2035, which emphasises Societal Impact and Sustainability, Global Footprint and Partnerships, and Technology for the Future. Committed to transformative change, UJ’s mission is “To transform and serve humanity through innovation and the collective and collaborative pursuit of knowledge.” The University is guided by the vision of building “An international university of choice, anchored in Africa and the global south, dynamically shaping a sustainable future".

Job Description

Responsibilities:

• Coordinating office management activities of the department.
• Manage the department's front office and act as the first line of contact to the stakeholders, staff, students, etc. in a professional manner.
• Respond to and distribute incoming communications.
• Maintain a filing and record management system.
• General administrative support to the department.
• Load temporary appointments and claims (Oracle system).
• Process invoices and request quotes (Oracle system).
• Administer procurement of operational and capital items to enable efficient functioning.
• Provide general administrative support to academic staff members regarding their teaching and learning, research and community engagement functions.
• Receive and direct calls to relevant staff members.
• Compile agendas, and registers, and take minutes at meetings for accurate record keeping.
• Arrange and coordinate workshops, functions, conferences, etc. as per the Director's/HOD's request.
• Keep abreast of new developments in the field and effectively apply them in the department.
• Maintain a trusting and open relationship with other secretaries and managers regarding official matters.
• Ensure that documentation is kept safely and securely to maintain confidentiality.
• Administer procurement of departmental staff teas, and stationery as well as the ordering of furniture, computers and office equipment.
• Facilitate infrastructure maintenance to ensure a productive, safe and secure environment in compliance with the Occupational Health & Safety Act.
• Arrange travel and accommodation for departmental staff for official business trips, conferences, and/or teaching & learning activities (local and international).
• Develop and manage ongoing monthly budget control for certain units within the department.
  
  

Minimum Requirements

• A diploma or relevant (NQF 6)
• At least 3 to 5 years of job-related experience
• Computer literacy (all MS Office packages)
• Extensive diary management and scheduling
• Extensive telephone etiquette
  
  

Competencies (Technical Skills And Behavioural Attributes)

• Good administration and organisation skills
• High attention to detail
• Ability to perform under pressure and independently
• Good communication skills
• Interpersonal skills
• Professional approach
• Procurement procedures
• Knowledge of conference calls (international and local)
• Office and administration Management
• Finance/budgeting
• Planning and organisational skills
• Accuracy, detail and quality checking
• Excellent interpersonal skills
• Active listening skills
  
  

Recommendations

• Previous experience in the higher education and training environment
• Knowledge of university policies and procedures
• Knowledge of the Oracle system
  
  

Enquiries

Enquiries regarding job content: Dr Thokozani Mbonane (Department of Environmental Health) at Tel. [phone]

Enquiries regarding remuneration and benefits: Mr Innocent Masoka (HCM Business Partner) at Tel. [phone]