Secretary (P11) (Facilities Management : APB Campus Senior Director) (Re-advert)

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

Job summary

A prestigious higher education institution is seeking a Secretary for the Senior Director in Facilities Management. The successful candidate will manage the director's office, coordinate travel, handle diary management, and ensure effective communication within the organization. Ideal applicants should possess a National Diploma in Administration, three to five years of relevant secretarial and administrative experience, and proficiency in Microsoft 365 and iProcurement systems.

Qualifications

• Three (3) to five (5) years' of secretarial experience is essential.
• Three (3) to five (5) years' administrative experience including proficiency in iProcurement systems.
• Proven experience of extensive diary management and scheduling.

Responsibilities

• Manage the Senior Director’s office and act as first line of contact.
• Arrange travel and accommodation for the Senior Director.
• Compile agendas, registers, and take minutes at meetings.

Skills

Attention to detail

Interpersonal skills

Planning and organisational skills

Education

National Diploma (NQF 6 or equivalent) in Administration

Tools

Microsoft 365 Office

Oracle or similar

iProcurement (iProc) systems

Job description

Job title : Secretary (P11) (Facilities Management : APB Campus Senior Director) (Re-advert)

Job Location : Gauteng, Johannesburg Deadline : July 31, 2025 Quick Recommended Links

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Responsibilities :

• Manage the Senior Director’s office and to act as first line of contact to the stakeholders, staff etc. in a professional manner.
• Arrange travel and accommodation for the Senior Director for official business trips and conferences (local and international).
• Receive and directs calls to relevant staff head of departments.
• Compile agendas, registers, take minutes at meetings for accurate record keeping.
• Arrange and co-ordinate workshops, functions, conferences, etc. as per the Senior Director’s request.
• Maintain a trusting and open relationship with other secretaries, managers regarding official matters.
• Assist in maintaining and tracking the monthly budget for all units within the department.
• Ensure that documentation is kept safely and securely to maintain confidentiality.
• Manage the Senior Director’s diary and ensuring that all the commitments are honoured.
• Handle all procurement related to the Senior Campus Director’s office, including staff teas, stationery, computers, and office equipment.
• Perform ad hoc duties as and when required to support the effective functioning of the Campuses and Facilities Management. Department
• National Diploma (NQF 6 or equivalent) in Administration, Secretarial etc.
• Three (3) to five (5) years' of secretarial experience is essential.
• Three (3) to five (5) years' administrative experience including proficiency in iProcurement (iProc) systems, hosting events etc.
• Computer Literacy in Microsoft 365 Office and Oracle or similar.
• Proven experience of extensive diary management and scheduling.

Competencies and Behavioural Attributes :

• Pay attention to detail
• Ability to perform under pressure and work independently.
• Interpersonal skills
• Knowledge of Procurement procedures
• Office and administration Management
• Knowledge of Finance including budgeting
• Planning and organisational skills.
• Report writing skills.
• Excellent interpersonal skills.

Recommendations :

• Knowledge of UJ rules and regulations
• Previous experience in the Higher Education and Training sector