Office manager: Secretary to the Dean

Faculty of the Humanities Office of the Dean

Office manager: Secretary to the Dean (post level 10/11)

Job ID: 1746

Duties and responsibilities:

Provide an effective interface between the office of the Dean and members of the university community, public, private and community organisations, and business and government sectors.

Provide support to the Dean by dealing with or referring enquiries.

Arrange travel and accommodation bookings for the Dean, Teaching and Learning Manager and Faculty Manager.

Manage the diary of the Dean, which includes setting up meetings with the relevant departments, committees, and / or external stakeholders.

Deal with general administration, including typing and dispatching faxes, e-mails, correspondence, reports, directives, schedules, references, and other documentation.

Draft letters and reports for the Dean.

Co-ordinate and assist with the drafting of the annual faculty report.

Prepare and draft material, including electronic presentations.

Scrutinise and record details of all incoming mail, print out relevant messages and prioritise according to urgency, and redirect inappropriately addressed mail to correct quarter.

Investigate complex queries and prepare responses / reports for the Dean.

Maintain a pending system for following up previous correspondence and refer items to the Dean for follow-up action

Ensure office compliance with safety regulations and arrange for maintenance and repairs when necessary.

Monitor telephone accounts of staff reporting to the Dean and bring any discrepancies to his / her attention.

Obtain and appraise quotes, and process orders for all office requirements.

Process invoices and other payments relating to purchases, renewal of subscriptions, subsistence and travel, etc.

Liaise with the Finance Department to transfer funds to the required allocation code.

Co-ordinate feedback on University calendar from Faculty to Top Management.

Co-ordinate Faculty calendar and venue bookings for key Faculty meetings.

Maintain distribution lists on Microsoft Outlook for the Dean's office.

Arrange and co-ordinate key Faculty events.

Assist with the administration of Faculty promotions.

 

Inherent requirements:

Relevant Diploma or post-school qualification in an administrative or secretarial field.

Five (5) to seven (7) years' relevant work experience at senior level in the Higher Education and Training sector.

 

Required Competencies:

Intermediate computer skills in MS Word, Excel and PowerPoint, as well as PeopleSoft.

The ability to work under pressure.

The ability to work accurately with attention to detail.

Organisational skills.

Good interpersonal and communication skills and the ability to function with ease in the University's richly diverse working environment.

 

Assumption of duties:

1 December 2016

 

Closing date:

30 October 2016

 

Salary:
The salary scale is available on request. For any further enquiries, please feel free to contact 051 401 3687 / 9961 / 3039 / 3221.

 

Fringe benefits:

(Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits

 

General:
The University reserves the right not to fill the post. The University subscribes to and applies the principles prescribed by the Employment Equity Act. Preference will be given to candidates from the designated groups, in accordance with the principles of the aforementioned act and the employee profile of the specific department / division.

 

Applications may only be submitted online.