Senior Administrative Assistant: Permanent Position (AD11)

School of Clinical Medicine: Department of Family Medicine

Description:

The incumbent will be expected to provide on-going support for postgraduate programmes in the Department of Family Medicine, especially the MMed in Family Medicine, to assist with coordination and logging of CPD points throughout the training platform in Gauteng and North West Provinces and perform other administrative duties for members of the department.

Requirements:

• Minimum of an appropriate post-matric diploma or degree
• Computer skills including proficiency in MS Office programmes, and willingness to learn other required online platforms
• Knowledge of and experience in a higher education environment
• Two years administrative experience
• Good communication skills
Strong interpersonal skills Outstanding organisational abilities and professionalism

Responsibilities: 

• To provide administrative support for postgraduate programmes (PG) in the department
• To ensure the smooth operation of the MMed programme, regularly liaising with post-graduate students (registrars), joint staff and the Faculty Postgraduate Office
• To assist the PG coordinators with educational activities, including tracking assignments and receiving/entering marks
• To establish and maintain a database for joint staff and registrars. Occasional site visits may be required.
• To coordinate the CPD activities for each division within the department, including: applying for accreditation and logging points as stipulated by the HPCSA. This requires communication with outside entities involved in the CPD process.

Additional duties include:

-       booking and setting up venues for training sessions, arranging catering and maintaining AV equipment

-       arranging various staff meetings, taking minutes, circulating information to those involved and following up on decisions taken

-       being available to assist with assessment processes, including typing and printing exam papers, set up, uploading marks, etc.

-       meticulous record-keeping and filing of confidential material

-       assisting as needed with any undergraduate programme activities, including OSCE exams

-       responding to in-person and telephonic enquiries at reception

-       dictaphone typing for staff in the department

-       general and shared administration tasks as required of all administrative staff in the department, such dealing with student or staff queries, the collection and distribution of the post , replenishing  consumables, obtaining quotations for purchases, maintaining a record of the stationery and groceries, etc.

-       other duties that may be delegated by the Head of Department and/or Head of Division Data Capturing

-       organization of teaching material, examinations and assessments.

-       ensuring venues are set up.

-       invigilation.

-       contacting lecturers and confirming dates and requirements.

-       capture marks on WAMS

-       co-ordination of various administrative matters and for the students and staff

Closing date 29-July-2016 

The University is committed to employment equity.  Preference may be given to appointable applicants from the underrepresented designated groups in terms of the relevant employment equity plans and policies of the University.  The University retains the right not to make an appointment and to verify all information provided by candidates.

Please note that correspondence will only be entered into with shortlisted candidates.  The University reserves the right not to make an appointment or to re-advertise.