Senior Secretary: Permanent Position (Grade AD.11)

Description: The Department of Internal Medicine is seeking a suitably qualified person to provide full secretarial/administrative support to the department and postgraduate administrative support within the department.

Requirements:

• Matric
• National Diploma/ Degree Advantageous
High level of computer literacy including MS Office Suite (Word, Excel), E-mail and internet. Efficient minute-taking, maintenance and filing systems.  Setting up of meetings.  Excellent communication (verbal/written), organisational and interpersonal skills for dealing with staff, students and the public. Ability to work effectively as a member of the team and to work under pressure without compromising standards or professionalism.  Tactful, courteous, flexible and a pro-active approach.  A strong service ethic and confidential attitude are essential.   Knowledge of the University environment and its various schools/departments, policies and procedures is desirable. 2/3 years of work experience -  University experience advantageous

Responsibilities:

Post graduate administration

• Receiving applications for new Registrars and assisting with the organizing of interviews including, calling candidates for interviews and organizing all relevant paperwork as well as contacting referees of the candidates to verify information
• Assist with the drawing up of lecture timetables and student rosters and programmes for postgraduates. Must be familiar with all teaching programmes to answer all queries and monitor department teaching programmes
• Handling of leave applications, schedules and postgraduate meetings.
• Maintain and update the Post graduate database and keeping track of W-numbers for allocation to registrars.
• Facilitating, organising and coordinating Protocol assessment interviews within the department of Internal medicine.
• Maintaining of a database for tracking research progress for Mmed and providing update reports to the Research Advisory Committee.
• Registering students on SAKAI to generate Turn-It-In reports.
• Collating and filing of yearly Divisional reports

 

Providing Support to SAO

• Typing and distribution of student ward allocation and evaluation forms.
• Assisting with the recording and capturing of student mark results, setting up for exams and invigilating GEMP III and IV MCQ exams and handling of GEMP III and IV student enquiries.
• Assisting with typing of minutes as required.
• Handling queries and assisting with general enquiries for the department of internal medicine.
• Assisting with access control for visitors to the department.
• Maintaining stock control for kitchen supplies and stationery (stock count and ordering), as well as issuing of stationery to departmental staff and updating and keeping records thereof.
• Providing administrative support for the Senior Administrative Officer, telephone and correspondence; scheduling meetings, preparing material for meetings, taking minutes, etc.
• MCQ Card Scanning
• Liaising closely with the administrative staff of the other departments to co-ordinate lectures, seminars, ward blocks and examinations.

 

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.