Personal Assistant to the Senior Director

Stellenbosch University; Stellenbosch; On-site; ZAR 250,000 - 350,000; Full time

Job summary

Stellenbosch University seeks a Personal Assistant to the Senior Director of the Division for Learning and Teaching Enhancement. The role involves ensuring effective administrative functioning and support, managing schedules, and liaising with various stakeholders. Ideal candidates will have substantial administrative experience, strong communication skills, and proficiency in Microsoft Office.

Qualifications

• At least five years' relevant administrative experience.
• Ability to communicate in English and another official South African language.
• Proven financial administration experience.

Responsibilities

• Providing administrative support to the Senior Director and team.
• Managing the Senior Director's diary and travel arrangements.
• Assisting with document management and meetings.

Skills

Communication

Time Management

Administrative Support

Financial Administration

Organizational Abilities

Education

NQF level 6 administration or secretarial qualification

Tools

Microsoft Office

Job description

Department Description/Departement Beskrywing

Division for Learning and Teaching Enhancement (DLTE)

Personal Assistant to the Senior Director DLTE (Job Level 10.1)

(Stellenbosch Campus)

Ref. SOL/138/0625

The main purpose of the job is to ensure the effective administrative functioning of the Division of Learning and Teaching Enhancement, as well as the smooth day-to-day running of the office of the Senior Director.

Afdeling Leer- en Onderrigverryking (ALOV)

Persoonlike Assistent van die Senior Direkteur: ALOV (Posvlak 10.1)

(Stellenbosch-kampus)

Verw. SOL/138/0625

Die hoofoogmerk van die pos is om te verseker dat die Afdeling Leer- en Onderrigverryking (ALOV) administratief doeltreffend funksioneer en dat daaglikse werksaamhede in die kantoor van die Senior Direkteur glad verloop.

Duties/Pligte

• Providing reception and administrative support to the Senior Director and the team, including diary and schedule management.
• Assisting with the administration of meetings, e.g. agenda, minutes, actions.
• Assisting with document management, including the drafting, formatting and collation of relevant documentation and presentations.
• Establishing and maintaining accurate digital databases.
• Making travel, transport and accommodation arrangements for the Senior Director.
• Timeous and effective assistance with relevant registrations, e.g. conferences.
• Timeously liaising with various internal and external service providers to ensure the effective functioning of the office.
• Independently handling enquiries addressed to the office of the Senior Director.
• Assisting with financial administration, including purchase orders, SUNFin payments, and reporting.
• Assisting with logistical arrangements of relevant events and workshops.
• Verskaf ontvangs- en administratiewe steun aan die Senior Direkteur en die span, onder meer deur dagboeke en skedulering te bestuur.
• Verleen bystand met die administrasie rakende vergaderings, bv. agendas, notules en aksiestappe.
• Verleen bystand met dokumentbestuur, onder meer die opstel, formatering en samestelling van tersaaklike dokumentasie en aanbiedings.
• Vestiging en instandhouding van akkurate digitale databasisse.
• Tref reis-, vervoer- en verblyfreëlings vir die Senior Direkteur.
• Verleen betyds en doeltreffend bystand met tersaaklike registrasies, byvoorbeeld vir konferensies.
• Skakel betyds met die onderskeie interne en eksterne diensverskaffers om te verseker dat die kantoor doeltreffend funksioneer.
• Onafhanklike hantering van navrae wat aan die kantoor van die Senior Direkteur gerig is.
• Verleen bystand met finansiële administrasie, onder meer aankoopbestellings, SUNFin-betalings en verslagdoening.
• Verleen bystand met logistieke reëlings vir tersaaklike geleenthede en werksessies.
  
  
  

Job Requirements/Pos Vereistes

• At least an NQF level 6 administration or secretarial qualification, plus five years' relevant experience in administrative support at managerial level.
• Proven ability to communicate effectively in the multilingual and multicultural environment in English and another official South African language.
• The ability to liaise with individuals at management and other levels, both within and outside the University.
• The ability to build and maintain relationships in order to gain support for initiatives and objectives.
• Proven ability to effectively use office software, e.g. the Microsoft Office suite.
• Proven financial administration experience.
• The ability to function under work and time pressure without compromising accuracy and efficiency.
• Excellent time management skills.
• The ability to express ideas clearly, concisely and persuasively in writing.
• Excellent verbal and written communication skills in at least English and one other official South African language.
• High-level organisational abilities.
• Demonstrable initiative in the performance of the required tasks.
• Administratiewe of sekretariële kwalifikasie op minstens NKR-vlak 6, en vyf jaar toepaslike ervaring van administratiewe ondersteuning op bestuursvlak.
• Die bewese vermoë om doeltreffend in 'n meertalige en multikulturele omgewing te kommunikeer in Engels en nog 'n amptelike Suid-Afrikaanse taal.
• Die vermoë om met persone op bestuurs- en ander vlakke, binne sowel as buite die Universiteit, te skakel.
• Die vermoë om verhoudinge te kweek en in stand te hou ten einde steun vir inisiatiewe en doelstellings te verwerf.
• Die bewese vermoë om kantoorsagteware, soos die MS Office pakket, doeltreffend te gebruik.
• Bewese ervaring van finansiële administrasie.
• Die vermoë om onder werks- en tyddruk te funksioneer sonder om akkuraatheid en doeltreffendheid in te boet.
• Uitmuntende tydsbestuursvaardighede.
• Die vermoë om idees duidelik, bondig en oortuigend op skrif te stel.
• Uitmuntende mondelinge en skriftelike kommunikasievaardighede in minstens Engels en een ander amptelike Suid-Afrikaanse taal.
• Hoëvlak-organisasievaardighede.
• Bewese inisiatief in die uitvoering van die vereiste take.
  
  
  

Recommendation/Aanbeveling

• Relevant experience of working within the higher education environment.
• Relevant experience of working within a project management environment.
• Thorough knowledge of Stellenbosch University's administrative and financial systems.
• Toepaslike werkservaring in die hoëronderwysomgewing.
• Toepaslike werkservaring in `n projekbestuursomgewing.
• Deeglike kennis van die Universiteit Stellenbosch se administratiewe en finansiële stelsels.
  
  
  

How To Apply/Hoe Om Aansoek Te Doen

#PSS

The University is committed to employment equity (EE), and appointments will be made in line with the institutional EE Plan. Only South African citizens from the designated groups will be considered for appointment.

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 https://www.sun.ac.za/english/careers 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.

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.

Die Universiteit Stellenbosch is tot gelyke indiensneming (GI) verbind, en aanstellings word ooreenkomstig die institusionele GI-plan gemaak. Slegs Suid-Afrikaanse burgers uit die aangewese groepe sal vir aanstelling oorweeg word.

Die Universiteit Stellenbosch behou die reg voor om nie 'n aanstelling te maak nie.

U aansoek moet van 'n volledige curriculum vitae (asook die name en e-posadresse van ten minste drie referente) vergesel wees en die Universiteit voor of op die sluitingsdatum in die posadvertensie bereik.

DOEN AANLYN AANSOEK BY https://www.sun.ac.za/afrikaans/loopbane DEUR TE KLIK OP DIE "APPLY NOW"-SKAKEL REGS BOAAN DIE BLADSY OOR DIE SPESIFIEKE VAKATURE.

Die Universiteit behou die reg voor om kwalifikasies na te gaan en agtergrondinligting oor alle kandidate in te win.

Indien u vier tot ses weke na die sluitingsdatum nog niks van die Universiteit verneem het nie, aanvaar asseblief dat u aansoek onsuksesvol was.

Enquiries/Navrae

Enquiries regarding this post: Ms Candice Andries on 021 808 4909, or at [e-mail]

Enquiries regarding remuneration/benefits, as well as technical assistance with the electronic application process: Human Resources Client Services Centre on 021 808 2753 (Stellenbosch) / 021 938 9636 (Tygerberg), or at [e-mail]

Navrae rakende die posinhoud: Me. Candice Andries by 021 808 4909, of by [e-mail]

Navrae oor vergoeding/voordele asook tegniese ondersteuning met die elektroniese aansoekproses: Menslike Hulpbronne Kliëntedienssentrum by 021 808 2753 (Stellenbosch) / 021 938 9636 (Tygerberg), of by [e-mail]

Currency

Commencement Date 01-Oct-2025

Closing Date 04-Jul-2025

Amount of Travel

Work At Home