Key Performance Areas:
- Effectively manage the head of school’s diary – electronic and manual
- Organize meetings and communicate effectively with all parties attending meeting
- Minutes taking and drafting of agendas for three committee meetings (FIN/HR, EXCO, HOD)
- Answer telephone calls by screening of calls and directing to appropriate person, deliver messages and return calls
- Email correspondence, redirect and advise where applicable
- Provide basic administrative and secretarial support to the School of Clinical Medicine
- Sending out communications with internal & external stakeholders
- Creating filing system for different committee meetings
- Assist in writing letters of support, motivations, delegation of authority, memorandums, and announcements
- Typing, copying, scanning & printing of all Schools documents
- Booking, setting-up and confirmation of venues
- Ordering of stationery, office equipment, and groceries
- Make travel arrangements for the head of school
- Assist the senior operations manager with admin tasks
- Sorting, organizing and distributing of documents requiring head of school signature
- Liaise and maintain communication with all secretaries
- Ensure smooth running of the head of school office
- Compile and edit the school newsletter
- Planning for year-end function, prize giving, and annual School retreat
Competencies - Knowledge, Skills and Behaviors:
- Matric/Grade 12
- National Diploma or equivalent
- 3 years of experience in a Higher Education environment
- Performing secretarial duties for senior management positions
- Computer knowledge - Word, Excel, PowerPoint, Electronic calendar & diary, email
- Experience of Oracle (advantage)
- Ability to respond after hours for important, timely or urgent matters
- Team-player who operates in a fast-paced team-oriented setting
- Ability to be discrete and maintain confidential information
- Understanding of how to prioritize and respond accordingly
- Strong written and verbal communication skills and the ability to multi-task
- Experience with stakeholder management and able to work independently
- Must be a proactive problem solver
To apply:
Please apply via I-Recruitment by 13 November 2024
Please submit a covering letter clearly indicating which post you are applying for, a detailed CV with names, addresses, contact numbers, and e-mail addresses of 3 referees via I-Recruitment
The University is committed to employment equity. Preference may be given to appointable applicants from the underrepresented designated groups in terms of the relevant employment equity plans and policies of the University. The University retains the right not to make an appointment and to verify all information provided by candidates.
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