Senior Management Assistant - Department of University Relations

SENIOR MANAGEMENT ASSISTANT A

PEROMNES POST LEVEL 9

In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy. The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.

RESPONSIBILITIES:

The incumbent will be responsible for:

• Providing secretarial support, and general office and documentation management such as scheduling of meetings, travel and accommodation arrangements, filing and updating the filing system, handling of stationery, receiving of visitors and ensuring the correct protocol is followed, diary management, photocopies, scanning and faxing of documentation, functions, typing of various documentation, e.g. letters, reports, memorandums and presentations, and the screening of calls;
• Relationship management and liaising with internal DUR staff and external clients, contributing to the positive image of the University and the office of the Director, taking messages on behalf of the Director, responding to all office communiqué promptly, e-mail communication for the Department, maintaining and keeping records of communication, and maintaining contact lists and professional networks;
• Correspondence, including date stamping all mails, gathering information received to provide effective alternatives or solution to problems, drafting of documentations and correspondence for the Director, checking e-mails hourly for priority purposes;
• Secretarial tasks for relevant committees as assigned, logistical and administrative arrangements of meetings, compiling minutes, following-up on decisions taken at meetings, scheduling meetings in line with the annual programme and other related processes;
• Financial administering of the following, e.g. stationery, cleaning materials and keeping of records, ordering of stock from external service providers on the PeopleSoft financial system and according to University policies, verifying invoices and statements received, and monitoring the departmental budget;
• Supervisory duties to the departmental messengers, ensuring they perform as expected, and being responsible for the departmental golf carts and making sure they are kept in good condition;
• Performing ad hoc duties such as helping with organising of events and end of the year function.

MINIMUM REQUIREMENTS:

• A three-year Secretarial Diploma or relevant qualification;
• Five years' experience in office administration, secretarial work and financial administration;
• Five years' secretarial and administrative experience, which includes experience in the office of a manager at middle to senior management level, in a higher education, marketing or communications and/or fundraising environment;
• Five years' experience in observing and implementing of marketing, communication protocol;
• Two years' proven experience in the drafting of correspondence, office and diary management, accessible and effective database and filing systems;
• Two years' computer skills and experience in the use of MS word (advanced), Excel (intermediate), PowerPoint (intermediate), Outlook/Gmail and Internet Explorer (intermediate level);
• A valid driver's licence.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Knowledge of filing systems;
• Knowledge of database administration and maintenance;
• Meeting and diary management skills;
• Ability to interact with a wide range of entities within the university community and external entities;
• Excellent interpersonal skills to work within a multicultural diverse environment;
• Ability to prioritise in a dynamic real-time environment;
• An innate client service ethic and ability to work under pressure;
• Strong written and verbal communication skills;
• Ability to maintain confidentiality;
• Good attention to detail.

ADDED ADVANTAGES AND PREFERENCES:

• Bachelor degree in Office Management or equivalent qualification;
• Eight years' previous experience as a senior secretary in a higher education environment.

PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.

The annual remuneration package will be commensurate with the incumbent's level of appointment, as determined by UP policy guidelines. UP subscribes to the BESTMED and UMVUZO medical aid schemes and contributes 50% of the applicable monthly premium.

In applying for this post, please attach:

• A comprehensive CV;
• Names, e-mail addresses and telephone details of three referees whom we have permission to contact.

CLOSING DATE: 4 March 2019

No application will be considered after the closing date, or if it does not comply with at least the minimum requirements.

ENQUIRIES: Ms Tebogo Setshedi, Tel: (012) 420 5338

Should you not hear from the University of Pretoria by 31 May 2019, please accept that your application has been unsuccessful.

The University of Pretoria is committed to equality, employment equity and diversity.In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference may be given, but is not limited to candidates from under-represented designated groups.All candidates who comply with the requirements for appointment are invited to apply. All candidates agree to undergo verification of personal credentials.The University of Pretoria reserves the right to not fill the advertised positions.