ADMINISTRATIVE OFFICER: OFFICE OF THE VICE-CHANCELLOR
Listing reference: nwu_000645
Listing status: Under Review
Apply by: 14 April 2022
Position summary
Industry: Education & Training
Job category: Administration
Location: North West
Contract: Permanent
Remuneration: Market Related
About our company
NWU
Introduction
NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS)
DIVISION: OFFICE OF THE VICE-CHANCELLOR
VACANCY: ADMINISTRATIVE OFFICER: OFFICE OF THE VICE-CHANCELLOR
PEROMNES GRADE: 11
POSITION NUMBER: NEW POSITION
Job description
PURPOSE OF THE POSITION
Provides key support to the Chief Director: Strategy and Director: strategic partnerships and special projects in the office of the Vice-Chancellor, by performing a wide variety of specialised administrative functions or performing one or more administrative functions in greater depth.
Minimum Requirements:
· Grade 12 or equivalent (NQF 4)
· Secretarial/Administrative Certificate or Diploma
· Relevant Administration qualification (NQF 6)
· 3 years’ experience in a secretarial, administrative, or allied environment
· Experience within the tertiary education environment (Recommended)
Responsibilities:
Diary management:
· Manage the diaries of the Chief Director: Strategy and Director: strategic partnerships and special projects in the office of the Vice-Chancellor
· Perform telephonic, paper and electronic appointments bookings and parking arrangements
· Plan, organise and coordinate internal and external meetings and workshops
· Handle general enquiries from staff, students and public and receive visitors
· Schedule all departmental (organisation unit) meetings and ensure attendance of key role players at meetings & other communication forums (in the absence of a secretary)
· Arrange internal and external visits of dignitaries and other staff inclusive of travel, accommodation, and other logistical matters
Liaison with staff, clients, and suppliers:
· Evaluate, screen and deal with telephone and office inquiries and queries, providing feedback and assistance, allowing the Chief Director: Strategy and Director: strategic partnerships and special projects to concentrate on more 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
· Handle general enquiries from staff, students and public and receive visitors
· Schedule all meetings for the Chief Director: Strategy and Director: strategic partnerships and special projects and ensure attendance of key role players at meetings & other communication forums
· Make travel arrangements such as bookings and claims
· Maintain work schedules, manage calendars and arrange appointments
System & Administrative Support:
· Responsible for administering one or more systems or part of a major system, such as research administration, staff records maintenance or one or more financial sub-systems
· Responsible for data collection, formatting and report compilation
· Resolve administrative problems by coordinating preparation of reports, analysing data, and identifying solutions
· Responsible for filing or overseeing correct filing according to established file structure
· Support the Chief Director: Strategy and Director: strategic partnerships and special projects in the design and maintenance of a file structure according to the formal record management policies
· Suggest improved administrative practices and transfer knowledge to administrative staff within the office of the Vice-Chancellor
· Resolves problems/discrepancies and communicate with a variety of administrative and professional employees within and outside the university.
· Set up and prepare reports, including taking of meeting minutes as required
· Is expected to come up with suggestions on improved practices
Financial Administration:
· Provide input to department budget, regarding improved efficiency and cost savings.
· Perform financial administration for the offices of the Chief Director: Strategy and Director strategic partnerships & special projects as well as for specified projects
Logistics:
· Perform procurement tasks as required for successful functioning of the offices of the Chief Director Strategy and Director: strategic partnerships and special projects including physical office administration, 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
Ad hoc tasks:
· Perform ad hoc administrative tasks as assigned by Chief Director: Strategy and Director: strategic partnerships and special projects for general functioning of the office of the Vice-Chancellor
Functional/Technical Competencies (Knowledge and Skills):
· Computer skills and knowledge of relevant office administration software such as MS Office Suite, GroupWise, etc. Formal training in MS Office (Word, Excel, PowerPoint), Internet, Oracle, various applicable systems e.g., Management Information System on NQF
· Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology
· Principles and processes for providing customer and personal services, including customer needs assessment and appropriate response
· Knowledge of applicable systems: Student system, financial system, etc
· Knowledge of the structure and content of the appropriate language including the meaning and spelling of words, rules of composition, and grammar
Behavioural Competencies:
· 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
TOTAL REMUNERATION PACKAGE: Market related
ENQUIRIES REGARDING JOB CONTENT MAY BE DIRECTED TO: Mr Nkosinathi Tom 018 285 3003
ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Mr Rabs Diratsagae (018) 299 4797
CLOSING DATE: 14 April 2022
COMMENCEMENT OF DUTIES: As soon as possible, subject to availability of external funding
PLEASE APPLY ON PNET (ONLINE), THE RECRUITMENT SITE USED BY UNIVERSITY
The University subscribes to and applies the principles of the Employment Equity Act and is committed to transformation.
All applications will be processed in terms of the Protection of Personal Information Act.
