Officer (P10): Administration

Sol Plaatje University; Noord-Kaap; On-site; ZAR 250,000 - 350,000; Full time

Job summary

A leading educational institution in South Africa is seeking an Administrative Assistant to provide efficient administrative support to the Centre for Teaching. The ideal candidate will have a relevant diploma and 3 to 4 years of experience in administrative roles, as well as strong skills in financial administration and effective communication. This position offers an opportunity for professional growth in an academic environment.

Qualifications

• 3 to 4 years of relevant experience in administrative support in a comparable department.
• Ability to manage diaries and make travel arrangements.
• Proficient in handling correspondence and database administration.

Responsibilities

• Provide efficient administrative support to the Centre for Teaching.
• Coordinate meetings and take minutes for distribution.
• Maintain and reconcile financial records and vendor accounts.

Skills

Computer literate

Financial knowledge

Administrative support

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 relevant experience in administrative support in a comparable department, division or academic structure.

Recommendation requirements

• 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.
• Maintaining a logical, methodical filing system that is accessible.
• Do photocopying for the school/ department/section.
• Make travel arrangements for staff.
• Co-ordinate 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-ordinate 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 [e-mail]

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