Senior Administrative Assistant N000992
Listing reference: nwu_002206
Listing status: Closed
Apply by: 17 November 2023
Position summary
Industry: Education & Training
Job category: University and Academy
Location: Potchefstroom
Contract: Permanent
Remuneration: Market Related
About our company
NWU
Introduction
NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS)
DIVISION: DVC CENTRE FOR TEACHING AND LEARNING
DEPARTMENT: LANGUAGE DIRECTORATE
POSITION NUMBER: N000992
POSITION: SENIOR ADMINISTRATIVE ASSISTANT
PEROMNES GRADE: P12
EMPLOYMENT TYPE: PERMANENT APPOINTMENT
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.
EY RESPONSIBILITIES:
1. General administration and correspondence:
· Responsible for general clerical/administrative tasks, including but not limited to:
- Operate office machines, such as printing/photocopier/ scanners/facsimile machines, voice mail systems, and personal computers.
- 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.
- Handle general enquiries from staff, students and the public and receive visitors.
2. 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 the prescribed records management system.
- Review files, records, and other documents to obtain information to respond to requests.
3. Logistics:
- Perform procurement tasks as required, including physical office logistics, arrangement of accommodation during campus visits of LD staff, organisation of equipment for meetings & and functions, etc.
- Ensure the operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
4. Secretarial duties:
- Schedule specific meetings and ensure attendance of key role players at meetings & and 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 the public and receive visitors.
- Provide administrative and secretarial support to the Director.
5. Financial administration:
- Perform financial administration for one or more organisational entities as well as for specified projects (in the absence of an Officer: Finance).
- Experience with working on NWU finance systems e.g KFS
6. Ad hoc:
- Perform ad hoc administrative tasks as assigned by the superior for the general functioning of the Language Directorate.
Minimum requirements
MINIMUM REQUIREMENTS:
· An advanced certificate (NQF level 5) in any field.
· A minimum of 2 years’ experience in administration duties.
KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:
· Good understanding of the functioning of higher education institutional structure.
· Communication skills and positive human relations.
· Good organising ability ( Filling, document management and formatting, planning and scheduling of meetings.
· Experience with KFS Knowledge, interpreting and reporting of financial statements.
· Computer literacy (MS Word, Excel, Powerpoint and Outlook).
· Good telephone and online etiquette.
BEHAVIOURAL COMPETENCIES:
· Excellent human relations.
· Ability to function under pressure.
· Client and service oriented.
· Ability to function independently and in a team.
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: Dr Kea Seshoka, Tel: 018 299 4700
ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Mr Zenyo Seboko, Tel: 018 299 4951
CLOSING DATE: 17 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.