PERSONAL ASSISTANT
Listing reference: nwu_000569
Listing status: Under Review
Apply by: 19 March 2022
Position summary
Industry: Education & Training
Job category: Administration
Location: Potchefstroom
Contract: Permanent
Remuneration: Market Related
Introduction
NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS)
FACULTY/ DIVISION: FACULUTY OF HEALTH SCIENCES
POSITION NUMBER: N002718
VACANCY: PERSONAL ASSISTANT
PEROMNES GRADE: P11
EMPLOYMENT TYPE: PERMANENT
Job description
PURPOSE OF THE POSITION
To manage the secretarial and administrative side of the Deputy Dean Teaching and Learnings’ office to establish a professional and highly effective environment.
Some of the key processes of the deputy dean’s office are managing an effective communication channel; updating daily calendar; scheduling appointments, interviews and meetings; assist in correspondence, executive summaries and presentations; and do travel planning; do data management and plan and co-ordinate projects and events.
KEY RESPONSIBILITIES:
1. GENERAL OFFICE ADMINISTRATION:
· Efficient reception of visitors at the Deputy Dean’s office at all levels of seniority as well as multi-culturally.
· Accurate management, organising and maintaining of deputy Dean’s diary.
· Professional liaising with relevant individuals, external organisations etc, to arrange meetings.
· Professional managing/screening of telephone calls, enquiries, and requests.
· Answer enquiries and complaints where possible.
· Take and relay messages accurate and timely.
· Maintain a functional record management system.
· Professional assistance with domestic and foreign travel and accommodation arrangements.
· Accurate translation of documents.
· Prepare professional power point presentations.
· Professional liaising with relevant individuals, external organisations, etc to arrange meetings and prepare agendas and draft minutes.
· Efficient assistance with regards to meetings.
· Efficient use of all the appropriate office software that facilitates the smooth running of the Deputy Dean’s office.
2. ADMINISTRATION WITHIN THE TEACHING & LEARNING ENVIRONMENT:
· Efficient management of all enquiries and distribution of information.
· Provide a general support base with regard to a multitude of issues, e.g., study related correspondence, bursaries etc.
· Manage background research and present findings.
· Maintain appropriate data bases.
· Assist in compiling reports, briefing papers, presentations, executive summaries etc.
· Accurate compiling of statistical data.
· Manage the compilation of data, graphical layout and reproduction of evaluation documents for the annual reports.
3. FINANCES AND BUDGET ADMINISTRATION:
· Perform accurate financial administration e.g., procurement of office supplies, travel arrangements etc.
· Keen understanding of offices’ financial and budgeting process.
· Appropriate IT/software literacy
4. PROJECT EVENT AND DIARY MANAGEMENT:
· Telephonic, paper, and electronic appointments bookings and transport arrangements if required.
· Plan, organise and coordinate internal and external meetings and workshops.
· Arrange internal and external visits of superior and other staff inclusive of travel, accommodation, and other logistical matters
· Schedule all school/faculty (organisation unit) meetings and ensure attendance of key role players at meetings & other communication forums (in the absence of a secretary).
· Make travel arrangements such as bookings and claims.
· Excellent management of planning and organising events/functions.
· Professional support for the management of output, workflow, and office deadlines.
· Maintain work schedules, manage calendars, and arrange appointments.
5. INQUIRIES, QUESRIES, AND COMMUNICATION:
· Evaluate, screen and deal with telephone and office inquiries and queries, providing feedback and assisting where possible, thus allowing the superior to concentrate on more pressing issues.
· Handle general enquiries from staff, students and public and receive visitors.
· Correctly directing calls and communication to alternative staff
· Typing of correspondence, reports, and memo’s
· Format, proofread, and edit correspondence and other documents. Compute, record, and proofread data and other information, such as records or reports.
6. AD HOC TASKS:
· Execute ad hoc tasks as assigned by superior to ensure smooth functioning of the office
Minimum requirements
· Grade 12 qualification or equivalent is essential.
· Certificate or Diploma in Secretarial/Administrative is essential
· Course in Microsoft Windows
EXPERIENCE/S:
· 5 years’ experience as a secretary is essential.
· 3 years’ experience within the tertiary environment is essential.
· 5 years’ computer literacy is essential.
KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:
· Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
· Knowledge of the structure and content of the required languages including the meaning and spelling of words, rules of composition, and grammar.
· Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services.
· Knowledge of electronic equipment, and computer hardware and software.
· Be able to operate all applicable office equipment/systems
· Offer full attention to what other people say, understand the points made and ask appropriate questions.
· Understand and interpret work related documents.
KEY BEHAVIOURAL COMPETENCIES:
· Monitor/assess own performance and make improvements or take corrective action when required
· Work and function well in pressure situations
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: Prof SM Hanekom on 018 299 2606
ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Ms Yolisa Gwayi - 27522296@nwu.ac.za
CLOSING DATE: 18 March 2022
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.
