Officer (P10) : Administration

Sol Plaatje University; Noord-Kaap; On-site; ZAR 180 000 - 250 000; Full time

Job summary

A South African University is seeking an Administrative Support Officer to provide efficient administrative and secretarial support. Candidates should have a relevant diploma and 3-4 years of experience in a comparable role. Key responsibilities include managing correspondence, coordinating meetings, and financial administration. Women and people with disabilities are encouraged to apply.

Qualifications

• 3 to 4 years of relevant experience in administrative support.
• Strong background in financial management or budgeting.
• Competence in correspondence handling and office administration.

Responsibilities

• Provide efficient administrative and secretarial support.
• Handle correspondence and maintain filing systems.
• Coordinate meetings and prepare promotional material.

Skills

Administrative support

Financial management

Communication skills

Computer literacy

Education

Relevant Diploma (NQF 7)

Job description

Purpose: The main purpose of this position is to proactively provide efficient and effective administrative and secretarial support to the Centre for Teaching, Learning and Programme Development.

Minimum requirements

Relevant Diploma (NQF 7) 3 to 4 years of relevant experience in administrative support in a comparable department, division or academic structure.

Computer literate.

Financial background and/or knowledge of budgeting or managing budgets in a comparable department, division or structure.

Duties and Responsibilities

• General and Office Administration
  • Correspondence Handling: Receive all incoming emails and letters: own / school / department / section.
  • Keep records of all correspondence.
  • Typing: Type correspondence, memoranda, agendas and letters generated by the School / Department.
  • Preparation of PowerPoint slides where required.
  • Meeting Administration: Compile and circulate dates of monthly staff meetings.
  • Co‑ordinate meetings / functions. Type meeting agendas and distribute. Take minutes, type and distribute to meeting attendees.
• General Administration
  • Coordinate maintenance of office equipment.
  • Maintain a logical, methodical filing system that is accessible.
  • Do photocopying for the school / department / section.
  • Make travel arrangements for staff.
  • Co‑coordinate and set up meetings for student support.
  • Prepare promotional material.
  • Maintain stock levels of hard copy course information and material.
• Telephone Coverage
  • Answer the school / department / section's telephone and route calls accordingly.
  • Screen all calls for the Director / Head of Department / Section.
• Database Administration
  • Collate and compile information for inputting on the Database system.
  • Check data for accuracy.
  • Update data and database regularly.
• Diary Management
  • Manage diaries of office staff.
  • Set up meetings and venues via the electronic diary.
• Front Office Assistance
  • Assist at the front office / reception as required.
  • Manage front office calls as required.
• Purchase Orders and Procurement
  • Processing and monitoring purchases.
  • Ordering stationary.
  • Maintaining stock required for the Department.
  • Receive purchase order requests from relevant parties.
  • Ensure that all PO requests are signed off by the designated signatories and obtain approval.
  • Matching up of PO request and original PO from ITS.
• Financial Administration
  • Maintain and reconcile vendor accounts.
  • Liaise with creditors regarding queries.
  • Follow up on invoices for payment.
  • Submit purchase orders for payment to the required office.
• Client / Student Liaison
  • Co‑coordinate liaison between schools / departments / sections.
  • Respond to student / staff / visitor queries.
• Monitoring, Evaluation and Reporting
  • Monitoring and updating the asset register.
  • Monitor, maintain and order office consumables.
  • Monitor the level of tidiness of meeting rooms, notice boards, etc.
  • Monitor the Maintenance Department and Cleaners to keep areas tidy.

Enquiries can be made via email at

Assumption of duties: As mutually agreed to upon acceptance of the appointment.

The University reserves the right not to make an appointment. Women and people with disabilities are encouraged to apply. Note: Sol Plaatje University (SPU) is dedicated to meeting its Employment Equity target.