Industry: Education & Training
Job category: University and Academy
Location: Potchefstroom
Contract: Permanent
Remuneration: The annual total remuneration package will be commensurate with the level of appointment as advertised and in line with the NWU policy guidelines.
Introduction
NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS) DIVISION: PEOPLE AND CULTURE OFFICE OF THE EXECUTIVE DIRECTOR: PEOPLE AND CULTURE POSITION NUMBER: N000755 VACANCY: EXECUTIVE PERSONAL ASSISTANT PEROMNES GRADE: 10 EMPLOYMENT TYPE: PERMANENT APPOINTMENT
Job Description
PURPOSE OF THE POSITION
Provide administrative and secretarial support to the office of the Executive Director: People and Culture to ensure efficiency
and professionalism.
Key Responsibilities
General office and diary management
- Provide full secretarial and PA assistance to ensure efficient office management.
- Responsible for all general administration.
- Follow up on outstanding instructions given by the Executive Director or the Chief Director.
- Attend meetings as required by the Executive Director.
- Inventory management, order and receive office necessities e.g., stationery and control of PCs and other equipment.
- Perform telephonic, paper, and electronic appointments bookings and parking arrangements.
- Plan, organise and coordinate internal and external stakeholder meetings and workshops including car rentals, flights and accommodation bookings, visa appointments.
- Arrange internal and external visits of superior and other staff inclusive of travel, accommodation, and other logistical matters.
- Manage email account of the ED. Archiving, attend to emails, and distribute where necessary, inbox, remove SPAM mail.
- Compile office budget.
- Manage office finances ensuring that funds are used efficiently.
- Create requisitions, payment control and control over office/organisation units budget administration in accordance with applicable financial policies, rules, and systems.
- Devise and maintain office systems, including data and records management, as per NWU file Plan.
- Distribute relevant documentation and internal and external correspondence from the office.
- Compile reports for approval by the Executive Director.
- Compose and edit letters, reports, and other correspondence.
- Process replies on own initiative or from Executive Directors dictation or notes.
- Coordinate specific projects on the office of the Executive Director: P&C as specified by the Executive Director.
- Evaluate, screen and deal with telephone and office inquiries and queries, providing feedback and assistance, allowing the Executive to concentrate on strategic matters.
- Correctly direct calls and communication to alternative staff.
- Compile correspondence, reports and memoranda.
- Format, proofread, and edit correspondence and other documents.
- Compute, record, and proofread data and other information, such as records or reports.
- Coordinate key policy and strategy related meetings, visits and needs.
- Manage events such as workshops, seminars, welcoming, prestige events. Refreshments arrangements Birthdays/condolences/thank you notes/gifting for visitors.
- Ensuring adherence to and training in e.g., participation in evacuation drills, , good house-keeping, reporting incidents timely, maintaining a first-aid kit.
- Execute ad hoc tasks as assigned by the Executive Director or his/her delegate to ensure smooth functioning of the office.
- A National Diploma (NQF level 6), preferably in secretarial or business or administration management or equivalent.
- A minimum of three (3) years work experience in a secretarial, administrative, or allied environment.
- A minimum of two (2) years work experience within the tertiary education environment.
- Knowledge of organisational structure and functioning.
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures.
- Knowledge of principles and processes for providing customer and personal services, including customer needs assessment and appropriate responses.
- Listening skills and conducting professional interpersonal relationships with colleagues and clients.
- Organisation skills and capability to prioritise and execute tasks.
- Ability to work well under pressure and meet deadlines.
- Ability to operate all applicable office equipment and systems with good word processing and IT skills and confidence in using a range of software packages.
- Accuracy and attention to detail.
- Ability to work independently and as part of a team.
- Ability to maintain confidentiality.
- Diversity awareness and competence.
- Excellent oral and written communication skills in one or more of English, Setswana, Sesotho, Afrikaans.
- Language proficiency to function optimally in the various multilingual environments of the NWU.
- Understand and interpret work related documents.
The annual total remuneration package will be commensurate with the level of appointment as advertised and in line with the NWU policy guidelines.
ENQUIRIES REGARDING JOB CONTENT MAY BE DIRECTED TO: Mr Lionel Eksteen, Tel No: 018 285 2104
ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Ms Goitsemang Ntsoelengoe, Tel No: 018 299 2752
CLOSING DATE: 27 October 2023
PLANNED COMMENCEMENT OF DUTIES: As soon as possible
Kindly take note: applications must be submitted online through the official nwu vacancy website.
Incomplete applications and those submitted through any other platform will not be considered.
The University subscribes to and applies the principles of Employment Equity (EE) Act and is committed to transformation. Preference will be given to candidates from the designated groups, in accordance with the principles of the EE Act and NWU Employment Equity Plan.
The University reserves the right not to make an appointment. Communication will be limited to shortlisted candidates only.
If you are not contacted within two months from the closing date of this advertisement, please accept that your application was unsuccessful.
