SENIOR ADMINISTRATIVE ASSISTANT P001421
Listing reference: nwu_001894
Listing status: Under Review
Apply by: 5 August 2023
Position summary
Industry: Education & Training
Job category: Others: Administrative Support and Secretarial
Location: Potchefstroom
Contract: Permanent
Remuneration: Market Related
Introduction
NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS)
FACULTY OF ECONOMICS AND MANAGEMENT SCIENCES
SCHOOL OF MANAGEMENT SCIENCES
POSITION NUMBER: P001421
VACANCY: SENIOR ADMINISTRATIVE ASSISTANT
PEROMNES GRADE: P12
EMPLOYMENT TYPE: PERMANENT
Job description
1. General administration and correspondence
Responsible for general administrative tasks, including:
· Operate office machines, such as printers, scanners and personal computers.
· Type/edit, format, and proofread correspondence and other documents.
· Assist the deputy director with minute-taking at meetings. Record, 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 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, accommodation arrangement during campus visits of school staff, organisation of equipment for meetings & functions, etc.
· Ensure equipment operation by completing preventive maintenance requirements; calling for repairs; maintaining inventories; evaluating new equipment and techniques.
· Asset management
4. Secretarial duties
· Schedule specific meetings and ensure attendance of key role players at meetings & 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.
5. Financial Administration
· Perform financial administration for one or more organisational entities and specified projects (in the absence of an Officer: Finance).
6. Ad hoc
· Perform ad hoc administrative tasks as assigned by the superior for the general functioning of the school/faculty/organisation unit.
Minimum requirements
· Grade 12 or equivalent
ADDED ADVANTAGE:
· Formal training in MS Office (Word, Excel, PowerPoint), Internet, Oracle, and various applicable systems, e.g., Management Information System (NQF 5)
· Secretarial/Administrative Certificate or Diploma (NQF 5)
EXPERIENCE:
· Five years of secretarial and administrative experience in general office and meeting administration, organisation and management, including record management.
· Five years of knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, office procedures and terminology.
· Five years of knowledge and skills in using specific office software programmes.
· Five years of knowledge of principles for providing customer and personal services.
· Five years of knowledge of appropriate language structure and content, including the meaning and spelling of words, rules of composition, and grammar.
KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:
· Utilize proper grammar, punctuation, spelling and correct arrangement of information.
· Ability to utilise various software programs for word processing and spreadsheets.
· Perform basic mathematical operations with accuracy.
· Communicate effectively with students, visitors and staff.
· Demonstration of language proficiency to function optimally in the various multilingual environments of the NWU.
KEY BEHAVIOURAL COMPETENCIES:
· Ability to prioritise ongoing administrative tasks and manage own time well.
· Actively look for ways to help staff and clients.
· Attention to detail.
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 Alfred Henrico Tel: 018 299 1420
ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Dolly Lebepe Tel:018 299 4936
CLOSING DATE: 05 August 2023
PLANNED COMMENCEMENT OF DUTIES: TBC
Kindly note that 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 the 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.
