Office Administrator (Post Level 12)

Stellenbosch University; Stellenbosch; On-site; ZAR 300,000 - 400,000; Full time

Job summary

A leading university in South Africa is looking for an Office Administrator to manage their reception and provide administrative support. This role requires excellent communication skills, proficiency in Microsoft Office, and at least three years of relevant work experience. The ideal candidate will create a welcoming environment and assist both visitors and prospective students. This is a full-time position based in Stellenbosch.

Qualifications

• At least three years work experience in a similar position.
• A valid driver's licence.
• Ability to perform duties under pressure.

Responsibilities

• Manage the ground floor reception and perform administrative tasks.
• Welcome visitors and direct them appropriately.
• Assist prospective students with application and registration enquiries.

Skills

Excellent verbal and written communication skills

Excellent telephone etiquette

Proficiency in Microsoft Office (Word, Excel, Outlook)

Multi-tasking and time management skills

Education

Matric (NQF Level 4) pass certificate

Professional tertiary qualification in administration

Job description

Overview

Department Description / Departement Beskrywing

Faculty of Economic and Management Sciences

Africa Centre for Inclusive Health Management

Office Administrator (Post Level 12) Stellenbosch Campus

Ref. EBW09 / 141 / 0625

The Africa Centre for Inclusive Health Management at Stellenbosch University (SU) offers some of the most comprehensive HIV / AIDS management training programmes in the world. These capacity-building courses empower people, organisations and communities to take control of the pandemic from an individual to management level. We prepare students with a transformative experience to be well-rounded leaders who make a positive impact on the world.

This role requires a professional, friendly and organised individual who will create a welcoming environment for all visitors, manage the ground floor reception and perform administrative tasks as required to support the efficient operation of the office.

Duties / Pligte

Reception :

• Maintaining office security by following safety procedures and managing access control.
• Welcoming visitors in a professional manner and directing them to the appropriate unit / staff member.
• Receiving phone calls and directing them to the relevant unit / staff member.
• Ensuring that visitors complete the visitors registry book.
• Assisting guests with the allocation of parking.
• Ensuring that the reception area is tidy and presentable.
• Receiving, sorting and distributing deliveries.
• Performing other duties as directed by the line manager.
• Responsible for arranging refreshments during meetings / functions.

Administrative :

• Assisting prospective students with application / registration enquiries.
• Requesting outstanding documents from prospective students.
• Preparing applications for the RPL committee.
• Capturing student data, creating student files and compiling the correct content.
• Preparing submitted student assignments for grading.
• Updating student files with extension / follow up communication.
• Performing ad hoc duties during on-campus student block sessions.
• Preparing and booking meeting rooms for external users.
• Staying abreast of and informed about emergency and evacuation procedures.
• Managing the first aid kit at reception according to Occupational Health and Safety regulations.

Job Requirements / Pos Vereistes

• Matric (NQF Level 4) pass certificate and a professional tertiary qualification in administration, office management or a related field.
• At least three years work experience in a similar position.
• Excellent verbal and written communication skills.
• Excellent telephone etiquette and professional appearance.
• Proficiency in Microsoft Office (Word, Excel and Outlook).
• A valid driver's licence.
• Multi-tasking and time management skills with the ability to prioritise tasks.
• The ability to perform duties under pressure and being resourceful and proactive when issues arise.

Recommendation / Aanbeveling

• The ability and skills to deal calmly with challenging clients.
• Professional attitude and appearance.
• The ability to operate scanners, copiers and printers.

How To Apply / Hoe Om Aansoek Te Doen

LI-POST

Stellenbosch University is committed to employment equity (EE). In accordance with the institutional EE plan of the University and the EE Plan of the specific environment, persons from designated groups will receive preference over foreign nationals where EE targets are a factor. Where EE is not a factor South African citizens will receive preference over foreign nationals.

Stellenbosch University reserves the right not to make an appointment.

Your application comprising a comprehensive curriculum vitae (including the names and email addresses of at least three referees) must reach the University before or on the closing date of the advertised post.

APPLY ONLINE AT BY USING THE APPLY NOW LINK AT THE TOP RIGHT-HAND CORNER OF THE SPECIFIC VACANCY PAGE.

The University reserves the right to investigate qualifications and conduct background checks on all candidates.

The Occupational Health and Safety Act requires people in occupations that entail potential exposure to hazards (such as, but not limited to: noise, hazardous chemical substances and hazardous biological agents) to be subjected to medical screening to determine their fitness to work in the said occupations.

Should no feedback be received from the University within four to six weeks of the closing date, kindly accept that your application did not succeed.

Enquiries / Navrae

Enquiries regarding this post: Ms Anja Laas on / 2964 or at

Enquiries regarding remuneration / benefits as well as technical assistance with the electronic application process: Human Resources Client Services Centre on Stellenbosch / Tygerberg or at .

Required Experience : Unclear Seniority

Key Skills

Office Manager Experience, Microsoft Office, Data Entry, Microsoft Outlook, Microsoft Word, QuickBooks, Office Experience, Microsoft Excel, Filing, Administrative Experience, Microsoft Outlook Calendar, Bookkeeping

Employment Type : Full-Time

Experience : years

Vacancy : 1