Senior Administrative Assistant

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Employer: University of Pretoria 

Location: South Africa 

Closing Date: 07 November 2024

JOB PURPOSE:

The incumbent will be responsible for coordinating the reception area and providing administrative support to the Division for Access, Disability and Inclusion Services (ADIS) staff. Ensure compliance with the Health and Safety protocols of the University.

RESPONSIBILITIES:

The successful candidates’ responsibilities will include, but are not limited to:

  • Reception and administration support:
    • Receiving students and assisting accordingly;
    • Providing guidance and referral for students as required;
    • Maintaining a comprehensive document creation and record management system;
    • Facilitating permissions for campus access for visitors of the department;
    • Overall administration and planning of staff meetings (venue/facilities bookings, announcements, documentation, agenda setting, taking minutes, compiling and distributing of minutes, etc.); 
  • Financial administration and procurement:
    • Compiling financial administration information for referral to the manager in order to draft budgets;
    • Monitoring budget usage and reporting to management;
    • Ensuring compliance to UP financial policies and procedures;
    • Facilitation of registration of new vendors on the UP-supplier’s registry;
    • Ensuring adequate stationery and timely purchasing and delivery of office equipment;
  • ADIS projects:
    • Liaising with the National Council for Persons with Disability (NCPD) for the provision of Casual Day stickers;
    • Providing advice on new registration procedures and yearbook for first year students;
    • Arranging and setting-up for the ADIS and the coordination of events;
    • Providing information regarding services provided by the ADIS to students with disabilities;
  • Student finance support:
    • Liaising with the UP-Student Finance Division in connection with NSFAS Disability Bursary, and other external bursaries;
    • Assisting students in submitting online applications and claims for the NSFAS Disability Bursary;
    • Assisting qualifying students with conversion from NSFAS general to the Disability bursary;
  • Student support:
    • Coordinating the registration process of students on ADIS’ database;
    • Liaising with TuksRes for appropriate placement of students with disabilities;
    • Assisting with administrative processes for students to loan equipment (Assistive devices and laptops, etc.);
  • Occupational Health and Safety support:
    • Attending central Occupational Health and Safety meetings;
    • Coordinating arrangements for physical accessibility in lecture venues;
    • Maintaining a healthy and safe work environment for personnel, students and visitors at the ADIS;
    • Coordinating of “injury on duty” procedure at the centre. 

MINIMUM REQUIREMENTS:

  • National Diploma in Office Management / Administration; WITH
  • Three years’ experience in:
    • Office administration;
    • Finance and procurement;
    • Working with confidential information;

OR

  • Grade 12; WITH
  • Five years’ experience in:
    • Office administration;
    • Finance and procurement;
    • Working with confidential information.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

  • Knowledge of:
    • Interpersonal and communication skills;
    • Higher Education environment;
    • Telephone and email etiquette;
    • POPIA regulations;
    • Verbal and written communication;   
  • Technical competencies:
    • Document digitisation;
    • Computer literacy;
    • PeopleSoft Finance system;
    • Minute taking;
    • Assistive technology;
  • Behavioural competencies:
    • Interpersonal skills and conflict management;
    • People / service oriented;
    • Professional conduct;
    • Problem solving;
    • Empathetic;
    • Time management. 

ADDED ADVANTAGES AND PREFERENCES:

  • Relevant three-year Bachelor’s degree in Office Management / Administration, or a related discipline; WITH
  • Three years’ experience in;
    • Administration in a Higher Education environment;
    • Rendering services to students with disabilities;
    • Occupational Health and Safety;
    • First aid.
  • A comprehensive CV;
  • Certified copies of qualifications;
  • Names, e-mail addresses and telephone details of three referees whom we have permission to contact. 

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.  

Applicants are requested to apply online at www.up.ac.za, and follow the link: Careers@UP. 

In applying for this post, please attach:

CLOSING DATE: 7 November 2024

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

ENQUIRIES: Ms L Jele, lebo.jele@up.ac.za, Tel: (012) 420-2221 for application-related enquiries, and Mr J Erwee, juan.erwee@up.ac.za, Tel: (012) 420 4281 for enquiries relating to the post content.

Should you not hear from the University of Pretoria by 31 January 2025, please accept that your application has been unsuccessful.

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