Administrative Officer_N000198
Listing reference: nwu_001475
Listing status: Closed
Apply by: 27 February 2023
Position summary
Industry: Education & Training
Job category: Administration
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
About our company
NWU
Introduction
NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS)
DIVISION: NWU FACULTY OF HEALTH SCIENCES
POSITION NUMBER: N000198
VACANCY: ADMINISTRATIVE OFFICER
PEROMNES GRADE: P11
EMPLOYMENT TYPE: PERMANENT
PURPOSE OF THE POSITION:
To provide a variety of administrative and logistical duties for the Snr Administration Officer in the Office of the
Executive Dean of Health Sciences to assist with the smooth running of the administration processes within the office and Faculty
Job description
General administration
Meeting administration:
• Schedule meetings on the electronic calendar.
• Ensure that all meetings are written in the Departmental Assistants’ diary.
• See to it that the Boardroom is clean and set up before each meeting.
• Set up of audio-visual materials for all meetings.
• Maintain and update all filing according to the NWU File plan (hard- and soft copies)
Logistics
• Coordinate the calendar related to the booking of lecture halls in G16 and G20 that fall inside and outside of the NWU timetable.
• Coordinate the process related to the collection of keys and microphones for the lecture halls in G16 and G20.
• Ensure correct operation of all equipment for lecture halls as well as the Faculty’s Boardroom and report all logistical problems via the request system.
• Maintain equipment inventories.
• Assist staff with bookings / queries on IWMS
Faculty Board:
• All logistics related to the meetings (Parking, Tables, Chairs, Lunch quotes).
Corporate communication
• Advise and assist the Communication Practitioner of Health Sciences with logistics related to Open days, Mini Open days, School visits and all other FHS events.
Client Services and Human resource administration
People and Culture documentation:
• Verification and processing of documentation submitted via the FHS HR mailbox.
• Daily administration of the HR Mailbox.
• Upload contracts on TAS for all research entities and/or Schools of the Faculty.
• Upload of contracts in the absence of a TAS-initiator.
• Ensure that P&C deadlines are met by all TAS initiators.
• Handle and assist staff with general queries of TAS initiators.
• Record management on Nexcloud of all HR Documents.
Financial administration
KFS
• Administer all payments and the procurement of goods for the Executive Dean's office.
• Create and complete transactions related to purchases/services within the Faculty of Health Sciences as per request of the Faculty accountant
Filing
• Filing of all financial documents according to the NWU record management plan
Ad hoc assignments
• Perform ad hoc tasks as requested by the Senior admin officer
• Stand in as Personal Assistant in the absence of the Executive Dean’s PA.
Minimum requirements
• National Senior Certificate – or an equivalent qualification.
• Minimum of 3 years relevant administrative experience in general office and meeting administration, including record management, preferably in a HEI environment.
• Minimum of 2 years relevant experience in Finance and/or Human resource administration.
ADDED ADVANTAGE:
• Formal training in MS Office (Word, Excel, PowerPoint), Internet, Oracle, various applicable systems e.g. Management Information System.
• 1 year experience in NWU TAS system.
KEY FUNCTIONAL & TECHNICAL COMPETENCIES:
• Computer competency including proficiency in Microsoft Office and Outlook
• Knowledge of NWU systems (KFS/TAS/IWMS)
• Perform basic mathematical operations with accuracy.
• Ability to prioritise ongoing administrative tasks and manage own time well.
• Demonstration of language proficiency in order to function optimally in the various multilingual environments of the NWU.
• Attention to detail.
KEY BEHAVIOURAL COMPETENCIES:
• Strong problem-solving skills
• Excellent organisational, communication and interpersonal skills – pertaining to all levels of staff.
• Excellent time management – able to meet deadlines and commitments.
ENQUIRIES REGARDING JOB CONTENT MAY BE DIRECTED TO:
· Minette van der Westhuizen: TEL- 018 299 2591
ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO:
· Janine Da Gama: TEL- 016 910 3451
CLOSING DATE: 27 February 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.