Stellenbosch University Registrars Division Legal Services Administrative Officer A1 (Job Level 10) Ref. REG/285/1024 Kindly note that only South African citizens from the designated groups will be considered for the position. Legal Services provides support to Stellenbosch University (SU) on an institutional as well as a functional level. The support services encompass three main areas of responsibility, namely legal advice and support (including legal risk management), legal compliance and student discipline. The incumbent reports to the Registrar. Duties: This role requires providing administrative support to the Head: Student Discipline (HSD) through: Providing general administrative support to the HSD. Scheduling enquiries, e.g. arranging panels, supporting documentation, recording equipment and witnesses. Arranging Student Discipline training and marketing seminars. Record keeping and reporting of Academic and Residence Disciplinary proceedings. Providing basic data capturing support to the Investigator: Student Discipline. Maintaining and updating the consolidated Student Disciplinary Report. Monitoring sanctions imposed by the respective disciplinary committees. Monitoring and verifying community service hours of students. Managing the Student Discipline email mailbox, attending to basic queries, forwarding emails for a response to the relevant member of the Student Discipline team, and filing emails to folders in Outlook and SharePoint. Maintaining an effective electronic and hardcopy filing system. Organising internal and external meetings. Assisting with the compilation of PowerPoint presentations. Compiling agendas and taking minutes during meetings. Collecting and preparing management information for management meetings. Coordinating follow-up actions arising from meetings. Assisting in the preparation of documentation for developing and submitting strategic and business plans. Establishing and maintaining accurate electronic databases, as well as distribution and contact lists. Reacting to requests for documents and information. Independently dealing with routine enquiries for students, staff and external third parties. Typing letters, memoranda and other relevant documents. Handling and/or referring general high-level enquiries. Aligning with the other functions and responsibilities in the broader function of Legal Services. This role also requires working with another Administrative Officer that supports the other members of Legal Services. Requirements: A Diploma or NQF 6 equivalent qualification in a related field (Office Administration, secretarial, paralegal, law, etc). Between one to two years relevant experience in support of an individual operating at senior management level. Computer literate in MS Office (Word, Excel, PowerPoint and Outlook) and web applications. Strong interpersonal and communication skills. Customer orientation. Effective planning, organising, and prioritising skills. The ability to function accurately and effectively under pressure. Attention to detail and accuracy. Excellent and professional written and verbal communication skills in at least English, with proficiency in an official South African language other than Afrikaanswill being beneficial. Recommendations Relevant experience in a higher education environment.
