Senior Administrative Assistant P001475

Position Summary

Industry: Education & Training

Job category: University and Academy

Location: Potchefstroom

Contract: Permanent

Remuneration: Market Related

Introduction

NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS) DIVISION: INFORMATION TECHNOLOGY POSITION NUMBER: P001475 POSITION: SENIOR ADMINISTRATIVE ASSISTANT PEROMNES GRADE: P12 EMPLOYMENT TYPE: PERMANENT APPOINTMENT NOTE: THOSE WHO PREVIOUSLY APPLIED NEED NOT RE-APPLY AS THE UNIVERSITY HAS YOUR APPLICATION

Job Description

PURPOSE OF THE POSITION:

Under general supervision, performs a variety of clerical/administrative duties for one or more organisational entity to assist the smooth running of the administration and office.

Key Responsibilities

• General administration and correspondence:
• Responsible for general clerical/administrative tasks, including but not limited to:
• Type/edit, format and proofread correspondence and other documents, from notes or dictating machines, using computers;
• compute, record, and proofread data and other information, such as records or reports;
• open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail; and
• handle general enquiries from staff, students and public and receive visitors.
• Filing / Records Management:
• Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
• Compile, copy, sort, and file records of office activities, business transactions, and other activities according to prescribed records management system.
• Review files, records, and other documents to obtain information to respond to requests.
• Logistics:
• Perform procurement tasks as required, including physical office logistics, arrangement of accommodation during campus visits of school staff, organisation of equipment for meetings & functions, etc.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Secretarial duties:
• Schedule specific meetings and ensure attendance of key role players at meetings & other communication forums (in the absence of a Secretary).
• Maintain work schedules, manage calendars and arrange appointments.
• Make travel arrangements such as bookings and claims.
• Handle general enquiries from staff, students and public and receive visitors.
• Financial administration:
• Perform financial administration for one or more organisational entity as well as for specified projects (in the absence of an Officer: Finance).
• Procuring and creating requisitions and orders on KFS.
• Receiving and handling supplier invoices.
• Attaching necessary forms for payments.
• Ad hoc:
• Perform ad hoc administrative tasks as assigned by superior for general functioning of the school/faculty/organisation unit.

Minimum Requirements

MINIMUM REQUIREMENTS:

• An advance certificate (NQF level 5) in any field.
• A minimum of 2 years experience in administration duties.

Recommendation

• A minimum of 2 years experience in using the NWU financial systems.

Key Functional/ Technical Competencies

• Broad knowledge of standard software programs (e.g. MS Office, Windows Operating Systems, Email and internet) and information communication technology.
• Have a valid code 8 RSA drivers license.
• Excellent customer service skills.
• Ability to develop good relations.
• Ability to work well in a team environment.
• Ability to work under pressure and maintain professionalism.
• Have good telephone ethics and communication skills.

Behavioural Competencies

• Ability to manage time effectively.
• Adapt to diverse organisational environments.
• Ability to maintain strict confidentiality in performing duties.

Remuneration

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 Thys Snyman, Tel: 018 285 5020

ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Mr Zenyo Seboko, Tel: 018 299 4951

CLOSING DATE: 10 November 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.