Senior Assistant Officer - Department Obstetrics and Gynaecology

School of Clinical Medicine

Department Obstetrics and Gynaecology

Senior Assistant Officer (post level 12)

Job ID:  2644

Duties and responsibilities:

• Manage undergraduate student academic matters:
• Compile lecture and attendance lists for student rotations.
• Arrange end-of-block evaluations as well as the end of the year examination program, type and submit exam papers at Exam Division, invigilate students when writing their tests.
• Receive all marks from lecturers and submit them on the database of the faculty.
• Manage postgraduate student academic matters:
• Complete the forms to allow a rebate on class fees for registrars.
• Compile the programmes for examinations, prepare files for the examiners and submit the marks to the Postgraduate Office of the faculty.
• Submit examination papers at the university examinations division.
• Issue and distribute certificates after marks had been calculated.
• Manage all matters pertaining to CPD applications and accreditation.
• Manage financial matters:
• Monitor all entities of the department.
• Submit employee claims, ad hoc claims and F1 forms, and job requests.
• Handle all purchases and orders via university requisitions.
• Liaise with the library to compile lists of recommended books for ordering.
• Prepare financial statements for the finance meetings of the department.
• Maintain assets in the department.
• Collect information and compile the annual departmental report, submit the department's research output on RIMS, compile the departmental files for the HPCSA undergraduate and postgraduate accreditation visits.
• Keep a systematic filing system of all student documents and leave forms of all staff and submit leave forms of all personnel to the Human Resources Department of the University, as well as Universitas and Pelonomi hospitals.
• Manage the office telephone, diary and general enquiries.

Inherent requirements:

• Bachelor degree or diploma.
• Two (2) years' office administration experience of or one (1) year relevant administrative experience in the Faculty of Health Sciences.

Required competencies:

• Computer skills related to MS Word, Excel and PowerPoint.
• Ability to work independently and within a team.
• Good communication skills.
• Have a client centred approach.
• The ability to function effectively under pressure
• Business acumen.
• Results oriented.
• Strategic thinking.
• Leading.
• Building coalitions.

Recommendations:

• Previous applicable experience in a higher education institution / research.
• Knowledge of PeopleSoft / RIMS.
• Proficiency in Sesotho will serve as a strong recommendation.

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.