The Administrative Officer is responsible for various administrative and secretarial tasks, including servicing the Head of School (HoS) and committees, facilitating meetings, managing specific projects on behalf of the HoS, and making routine decisions concerning administrative, student and staff matters.
The incumbent provides a professional office management service to the HoS and provides professional secretarial services to the HoS.
The incumbent is expected to support all the functions of the Head of School as well as the other incumbents in the Office. The incumbent thus ensures the smooth functioning of the office of the HoS by assuming responsibilities delegated to him/her and monitored by the HoS. The incumbent executes the Head of Schools instructions with authority and must have the ability to clarify situations and solve problems in line with standing procedures. He/she should be able to provide initial procedural advice to the Heads of Division and other managers who require such advice as well as procedural and directive advice to members of staff who approach the Office. In addition, the incumbent provides efficient responses to queries and problems as they arise.
Key Job Functions Include But Are Not Limited To
- The incumbent is responsible for the running of the HoSs office in its various aspects, the administration and internal communication.
- Dealing with the Head of Schools correspondence, which includes confidential mail. The incumbent maintains a filing and retrieval system for the Head of School in respect of paper and electronic communications
- The incumbent facilitates communication throughout and beyond the School, inter alia, through compiling and/or overseeing the creation and distribution of the school newsletter, the posting of announcements on the appropriate noticeboards and other platforms
- Matric (Grade 12) + Post Matric Qualification (Advanced Certificate or Diploma - NQF6)
- At least five years proven experience in a similar or equivalent position, at a university.
- Competence with Microsoft Office (esp. MS Word and Excel).
- Records management experience.
- A Degree would be an advantage (NQF7).
- Prior experience working in the Oracle administrative/financial system
- Excellent administrative skills in processing Finances and HR-related matters
- Excellent interpersonal skills, assertiveness, professionalism, courtesy and discretion.
- Ability to work with students.
- Complaint handling experience.
- Ability to work independently and as part of a team
- Proficiency in English (oral and written) is essential
- Ability to organise events (e.g. workshops, seminars and conferences)
- Excellent time management and organisation skills.
Job Requirements
Additional Details
