Assistant Officer - Department Occupational Therapy

School of Allied Health Professions

Department Occupational Therapy

Assistant Officer (post level 13)

Job ID:  2643

Duties and responsibilities:

• Manage the diary and electronic diary of the Academic Head of Department.
• Arrange meetings, functions, venues and catering.
• Handle email and other correspondence, including reporting faults, repair work and general maintenance.
• Compile, type and distribute agendas, notices, reports and general office administration including preparing and distributing minutes of meetings.
• Taking minutes of the Executive Committee of the department
• Liaise with HR and Finance Departments pertaining to appointments and finances as instructed regarding submission of forms and claims via People Soft.
• Liaise with Xerox pertaining to study material.
• Handle administration pertaining to student marks.
• Responsible for travel and accommodation arrangements (national and international) for staff members and visitors/guest speakers.
• Order stationery, consumables and submit general service requests.
• Provide supervision regarding the cleanliness and general neatness of the building and lecture venues, communication with cleaning staff.
• Perform any other tasks as requested by the Academic Head of Department.
• Provide general administrative support for Community Service Learning.
• Provide support to student administration regarding HPCSA, community service and problems experienced during undergraduate student registration.
• Compile and finalise documentation for students applying for overseas registration including describing the curriculum as well as the number of hours spent on each module.
• Manage venue bookings and venue double bookings within the department.
• Liaise with presenters of courses presented within the department.
• Compile and format examination and test question papers in the department and submit the examination question papers at the examination division.
• Provide general administrative support including: obtaining quotations, obtaining electronic requisitions and finalising all purchases as well as all other departmental claims.
• Manage waste paper.
• Liaise with external examiners (invitations, flight tickets, accommodation and payment).
• Responsible for the security measures within the department.
• Organise test and practical invigilation sessions as necessary.
• Prepare financial statements for executive committee meeting.

Inherent requirements:

• Grade 12
• One (1) year relevant experience.

Required competencies:

• Proven administration skills.
• Computer proficiency in MS Office packages.
• Ability to work independently and also in a group.
• Good interpersonal and communication skills and the ability to function with ease in the University's richly diverse working environment
• Business acumen.
• Results oriented.
• Strategic thinking.
• Leading.
• Building coalitions.

Recommendations:

• Tertiary qualification in secretarial or office practice.
• Previous experience at a tertiary institution.

Assumption of duties:

As soon as possible.

Closing date:

01 February 2019.

Salary:

The salary scale is available on request.  For any further enquiries, please feel free to contact 051 401 9962/2808/9329.

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. All applications must be accompanied by the following:

• a detailed curriculum vitae and cover letter (please note that the first three (3) referees on your CV will be contacted with regard to reference checking);
• certified copies (not older than 3 months) of all academic records;
• certified copies (not older than 3 months) of qualifications (please provide the SAQA accreditation in the case of foreign qualifications);
• a certified copy (not older than 3 months) of your identity document (ID).

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.