Departmental Administrator B - Department of Pharmacology - School of Medicine - Faculty of Medicine

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

Job summary

A leading university in South Africa is seeking a Departmental Administrator to support the Department of Pharmacology. The role involves comprehensive administrative duties, including managing schedules, facilitating communication, and ensuring operational efficiency. Ideal candidates will have strong problem-solving skills, attention to detail, and experience in office management. This position offers an opportunity to contribute to a dynamic academic environment.

Benefits

Medical aid schemes

50% contribution to premiums

Qualifications

• 2 years’ secretarial experience at senior management level.
• Experience in office management and administration.

Responsibilities

• Provide administrative support to the Head of Department.
• Manage calendars, meetings, and travel logistics.
• Assist with budget planning and compliance.

Skills

Problem solving

Critical thinking

Interpersonal skills

Time management

Attention to detail

Teamwork

Creativity

Education

Three-year tertiary diploma in Office Administration

Grade 12

Tools

MS Office

Job description

UP Professional and Support

FACULTY OF HEALTH SCIENCES

DEPARTMENT OF PHARMACOLOGY

DEPARTMENTAL ADMINISTRATOR B

PEROMNES POST LEVEL 010

In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy.

The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.

Responsibilities

The incumbent will be expected to provide comprehensive administrative and operational support to the Head of Department (HOD) and the Department of Pharmacology at the University of Pretoria, which will include but is not limited to:

• Creating spreadsheets of the published articles in journals of researchers in the department throughout the year;
• Capturing published articles on the Research Information Management System (RIMS) before the deadline;
• Creating a final report of approved articles of the department;
• Managing the Head of Department’s calendar, schedule meetings, and arranging travel logistics;
• Preparing, distributing, and archiving meeting agendas, minutes, and reports;
• Maintaining accurate records and filing systems (both physical and digital);
• Assisting with resource management processes, including asset tracking and optimisation;
• Maintaining the departmental diary to ensure efficient scheduling of meetings, events, and deadlines;
• Assisting in implementing Occupational Health and Safety arrangements within the department to ensure a safe working environment;
• Acting as the primary point of contact for internal and external stakeholders, including students, staff, and external partners;
• Ensuring effective communication within the department and with other university departments;
• Managing new provisional applications of BSc, MSc, PhD, MPharm Med;
• Organising the process of selection of provisional applicants regarding required documentation that has to be submitted;
• Organising and attend interviews for the shortlisting of candidates;
• Managing the administrative process for candidates;
• Event coordination;
• Assisting with budget planning and monitoring while ensuring compliance with university financial policies;
• Processing financial transactions such as requisitions, invoices, expense claims, and part-time staff claim forms;
• identify areas where administrative support can alleviate academic workload pressures.
• Offering solutions to enhance departmental efficiency through improved processes.
• Utilising Microsoft Teams and other digital tools to facilitate communication and collaboration within the department;
• Staying updated on new technologies that can improve operational efficiency.
  
  

Minimum Requirements

• A three-year tertiary diploma in Office Administration or suitable equivalent qualification;
• 2 years’ secretarial experience in the office of a manager at senior management level, which includes experience in office management and administration.
  
  

Or

• Grade 12
• 4 years’ secretarial experience in the office of a manager at senior management level, which includes experience in office management and administration.
  
  

Required Competencies (skills, Knowledge And Behavioural Attributes)

• Problem solving skills and critical thinking abilities in terms of handling challenging tasks, and when appropriate, proposing alternatives for consideration;
• Advance computer skills in MS Office and typing skills with proof of certificates obtained in applicable computer programs;
• Sound interpersonal skills including the ability to liaise professionally and effectively with a variety of people, including executive management and clients, on a daily basis at a national and international level;
• Appropriate language and excellent verbal and written communication skills ;
• Time management skills, particularly with regard to schedules and deadlines;
• Prioritising tasks/events and meetings, and working under pressure;
• Strong attention to detail, to ensure accuracy and quality of the documentation and administration;
• Teamwork and collaboration skills in order to order the accomplished tasks;
• Creativity and ability to apply initiative
  
  

Added Advantages And Preferences

• 2 to 4 years’ experience in an institution of higher education
  
  

PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.

UP subscribes to the BESTMED and UMVUZO medical aid schemes and contributes 50% of the applicable monthly premium.

Applicants are requested to apply online at www.up.ac.za, and follow the link: Careers@UP.

In Applying For This Post, Please Attach

• A comprehensive CV;
• Certified copies of qualifications;
• Names, e-mail addresses and telephone details of three referees whom we have permission to contact.
  
  

CLOSING DATE: 30 May 2025

No application will be considered after the closing date, or if it does not comply with at least the minimum requirements.

ENQUIRIES: Ms NA Müller, Tel: [phone] for application-related enquiries, and Prof N Schellack, Tel: [phone] for enquiries relating to the post content.

Should you not hear from the University of Pretoria by 31 July 2025, please accept that your application has been unsuccessful.

The University of Pretoria is committed to equality, employment equity and diversity.

In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference will be given, to candidates from under-represented designated groups.

All candidates who comply with the requirements for appointment are invited to apply.

By applying for this vacancy, the candidates consent to undergo verification of personal credentials and related information including, but not limited to, qualifications, criminal record, credit record, current and historic disciplinary proceedings as part of the selection process.

The University of Pretoria reserves the right to not fill the advertised positions.