Office Manager

South Africa
Mar 16, 2018
Mar 29, 2018
Organization Type
University and College
Full Time
Faculty Natural and Agricultural Sciences

Office of the Dean

Office Manager (post level 10/11)

Job ID:  2290

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, as well as arranging travel and accommodation bookings for the Dean.
  • 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.
  • Provide assistance to other staff of the Dean's office as and when required, to guide visitors, taking messages and making phone calls.
  • Draft letters and reports for the Dean.
  • Deal with all meeting administration (including minutes of meetings), including coordinating meetings, booking venues for meetings and workshops.
  • Arrange equipment, notices, correspondence and agendas, as well as ensuring the circulation of documents to Academic Departmental Heads/committees/persons where action is required.
  • Prepare and draft material, including electronic presentations (PowerPoint).
  • 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.
  • Maintain a register of leave applications for other staff reporting to the Dean including an overseas/special leave register of ALL Faculty staff.
  • Generate cost centre reports and checks monthly.
  • Monitor telephone accounts of staff reporting to the Dean and bring any discrepancies to his attention.
  • Obtain and appraise quotes, and process orders for all office requirements.
  • Generate and process (billing) invoices and other payments relating to purchases, renewal of subscriptions, subsistence and travel and related payments.
  • Purchase assets for the entire department, keep a record of all purchases and ensure that there are sufficient funds before purchasing items.
  • Liaise with the Finance Department to transfer funds to the required allocation code.
  • Assist with the Faculty Re-admissions Appeals Committee meeting administration.
  • Manage the service workers in the Office of the Dean.
  • Assist with the financial administration (invoices and billing) of the Mathematics Bridging course.
  • Inherent requirements:

  • Relevant Bachelor’s degree or Diploma in Office Management.
  • Two (2) to three (3) years' relevant work experience at senior level (not just secretarial experience).
  • Required competencies:

  • Must be able to communicate in English and Afrikaans (Faculty still has an intake of Afrikaans students, especially in the Agricultural Sciences).
  • Good interpersonal and communication skills and the ability to function with ease in the University's richly diverse working environment.
  • Intermediate computer skills in MS Word, Excel and PowerPoint.
  • Experience in word processing, spreadsheets and databases.
  • The ability to work under pressure.
  • The ability to work accurately with attention to detail.
  • Good organisational skills.
  • Business Acumen.
  • Results Orientated.
  • Strategic Thinking.
  • Leading.
  • Building Coalitions.
  • Will be required to complete Psychometric and In-basket assessments.
  • Recommendations:

  • Experience in Oracle PeopleSoft – Financial System will be an advantage.
  • Assumption of duties:
    01 May 2018.

    Closing date:

    29 March 2018. 

    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

    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 that are incomplete or sent by fax or e-mail, will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications, you may assume that your application was unsuccessful.


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