SENIOR ADMINISTRATIVE ASSISTANT
Listing reference: nwu_000281
Listing status: Under Review
Apply by: 5 November 2021
Position summary
Industry: Education & Training
Job category: Admin, Office Support and Services
Location: North West
Contract: Permanent
Remuneration: Market Related
Introduction
NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS)
IT OPERATIONS AND INFRASTRUCTURE
VACANCY: SENIOR ADMINISTRATIVE ASSISTANT
PEROMNES NUMBER: 12
POSITION NUMBER: N000203
PERMANENT APPOINTMENT
Purpose of the position:
To provide key support for one or more functional groups, by performing a wide variety of specialised administrative functions.
Job description
System & Administrative Support
· Responsible for administering certain systems.
· Resolve administrative problems by coordinating preparation of reports, analysing data, and identifying solutions.
· Distribute documentation to school/faculty/organisation unit and other relevant people.
· Support the Director (relevant Manager) in the design and maintenance of a file structure according to the formal record management policies.
· Act as back-up for other administrative positions in IT.
· Responsible for the Division’s Asset Management.
· Coordinate contract management of the Division.
Diary management & scheduling of meetings
· Schedule all Division meeting 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, and assist with project schedules.
Financial administration
· Provide input to department budget, regarding improved efficiency and cost savings.
· Perform financial administration for the Division.
Logistics
· Perform procurement tasks as required for successful functioning of the Division, including physical office administration, arrangement of accommodation, organisation of equipment for meetings & functions, etc.
Ad hoc tasks
· Perform ad hoc administrative tasks as assigned by line manager for general functioning of the Division.
Functional/Technical competencies (knowledge and skills)
· Advanced computer skills and knowledge of relevant office administration software such as MS Office Suite, Groupwise, etc.
· Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, etc.
· Knowledge of applicable systems: Financial Systems, Excel and KFS.
· Financial administration and budgeting.
· Office administration in higher education institutions.
· Minute taking.
Behavioural competencies
· Ability to effectively liaise and communicate with the public, students and colleagues at various level and from diverse backgrounds.
· Demonstration of language proficiency in order to function optimally in the various multilingual environment of the NWU.
· Principles and processes for providing customer and personal services, including customer needs assessment and response
· Written language ability with respect to spelling, grammar and punctuation to produce letters and short reports
· Ability to organise administrative tasks effectively, meet deadlines and delegate to team members where applicable
· Accuracy and attention to details to deliver accurate products conforming to applicable quality standards
· Ability to work independently or as part of a team and travel logistic
· Conference/workshop/meeting organisation and coordination
Minimum requirements
· Valid code 8 driver’s licence
· Secretarial/Administrative Certificate or Diploma (NQF level 6)
· Relevant Degree/Diploma on NQF level 7 will provide an added advantage
· Formal training in MS Office (Word, Excel, PowerPoint), Internet, KFS and various applicable systems e.g. Management Information System
· Ten (10) years’ experience in financial environment
ENQUIRIES : Lappies Labuschagne, 018-299-4635
CLOSING DATE : 05 November 2021
COMMENCEMENT OF DUTIES : 01 January 2022
BENEFITS : Attractive study benefits as well as the normal fringe benefits apply.
TO APPLY : Please visit our website: www.nwu.ac.za/vacancies
The University subscribes to and applies the principles of the Employment Equity Act and is committed to transformation.
The University reserves the right not to make an appointment. If you are not contacted within two months from the closing date of this advertisement, please accept that your application was unsuccessful.
