Office Assistant

Faculty Natural and Agricultural Sciences

Department Animal, Wildlife and Grassland Sciences

Office Assistant (post level 12)

Job ID:  2387 

Duties and responsibilities:

General Administration:  

Provides administrative support to Head of Department.

Responsible for general office administration and operations, including:

Management of the diary of the line manager,

Schedule appointments,

Receive visitors,

Handle general enquiries,

Scrutinise and record the incoming mail and categorise it into priorities of urgency,

Filing,

Administer departmental venue bookings,

Responsible for meeting administration.

Arrange events within the department or section,

Responsible for travelling and accommodation arrangements,

Control of the stock register,

Draft letters and assists with the monitoring of e-mails.

Ensure office compliance with safety regulations.

Receive and process auditing information.

Capture and ensure accuracy of data.

Maintain a pending system for follow-up of previous correspondence and pass items to HOD for follow-up.

Assist with recordkeeping of leave applications.

Assist with arrangements of shortlisting meetings and interviews.

Assist with administration of new appointments (contract or permanent) within the Department/Division.

 

Financial Administration:                                                                                                                                            

Request and appraise quotations.

Capture and approve requisitions.

Receive purchase orders and provide to suppliers.

Process invoices for payments of service providers.

Manage ad-hoc and employee claims (F1, F2 and related claims).

Capture, approve, report, and follow up on job requests for maintenance and repairs where necessary.

Order and purchase office supplies, stationery, and equipment.

Generate cost centre reports and check on a weekly and/or monthly basis.

Manage and administer the petty cash.

Manage and organise departmental vehicles.

Monitor the telephone accounts of staff and bring discrepancies under the attention of the HOD.

 

Academic Administration:                                                                                                                                           

Handle student academic and timetable enquiries.

Capture and ensure the accuracy of the marks.

Complete, monitor, and manage E10.

Monitor assessment moderation.

Manage all the communication to students.

Assist with the verification of class and exam timetables for the Department.

Assist with the administration of applications for selection courses.

Coordinate tutorial and lecturer schedules.

Monitor the submission of examination question papers and/or study guides.

Organise workshops and seminars.

Assist with the administration of module evaluations.

Keep track and monitor the progress of thesis and dissertation assessments and corrections.

Collect and deliver documents and scientific samples.

 

Inherent requirements:

Grade 12.

Two (2) to Three (3) years’ relevant experience.

 

Required competencies:

Written and oral communication proficiency in the official administrative language of the institution.

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.

Business Acumen.

Results Orientated.

Strategic Thinking.

Leading.

Building Coalitions.

Will be required to complete Psychometric and In-basket assessments.

 

Recommendations:

Relevant experience in secretarial duties at a tertiary institution.

Experience in People Soft (student marks, RIMS, Financials).

 

Assumption of duties:

As soon as possible

 

Closing date:

29 June 2018

 

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.

 

The UFS will only consider applications of candidates who meet all the inherent requirements of the position. 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.