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

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

Job summary

A prominent educational institution in Johannesburg is seeking a Departmental Secretary to coordinate office management and provide administrative support. The ideal candidate will have a diploma, 3-5 years of relevant experience, and proficiency in MS Office and Oracle. Strong organisational and communication skills are essential. This role offers the opportunity to be a key part of the department's administration, ensuring smooth operations and effective communication with stakeholders.

Qualifications

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

Responsibilities

• Coordinating office management activities of the department.
• Manage the department's front office and act as the first line of contact.
• Maintain a filing and record management system.
• 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 qualification (NQF 6)

Tools

Oracle system

MS Office packages

Job description

Job title : Departmental Secretary (P11) (Faculty of Health Sciences : Department of Environmental Health) (Re-advert)

Job Location : Gauteng, Johannesburg Deadline : August 10, 2025 Quick Recommended Links

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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 etiquett

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

Deadline : 8th August,2025

Administrative / Management jobs