Job Description

To provide secretarial/administrative support for the department to ensure effective and efficient rendering of quality service by way of handling correspondence, accurate data capturing, database administration, administration of skills development planning sessions for staff, diary management, and phone coverage. To work as a team member by contributing to the department's activities, which require team support including but not limited to registrations of learners, graduations, University Open Days, and organizing of department related meetings and related documentation on e.g. financial and staffing matters.Job Knowledge, Skills and Experience

• A Matric Certificate or equivalent qualification.
• At least two (2) years' secretarial and/or office administrative experience in an academic department within a Higher Education environment.
• Knowledge of general administrative functions, basic principles of finances, and human resources.
• Proficiency in MS Office (Advanced knowledge in Word, Excel, PowerPoint, Project, SharePoint, OneDrive, Teams, Forms) as well as in the use of ITS, OPA, MIS, HEMIS, and other CPUT IT software.

Recommendations:

• National Diploma in Office Management Technology or equivalent qualification.

Key Performance Areas / Principal Accountabilities

• Receive calls and mail including emails for the department and respond appropriately.
• Handle administration pertaining to departments main function; ranging from administration of examinations, correspondence, timetables, handling of tests/examination scripts, processing of applications forms of students and staff.
• Database administration, collate information for inputting on the system, control, and update.
• Departmental liaison, e.g. minutes and agenda to be circulated.
• Assist in administration and submission of human resources documentation.
• Procurement of equipment, obtain quotes, process requisitions, submit invoices to creditors for payment.
• Record administration such as filing of all documents, student academic forms, minutes of meetings, and retrieving requested records and documents.
• Phone coverage and general office operations such as stock control and equipment.
• Team support in operations from orientation to graduations of students.
• Support in matters relating to staff documentation and financial requisitions and management.
• Any other responsibilities assigned by the Head of Department.

Competencies

• Computer literacy and proficient use of Office 365 Suite, MS Excel and MS Word.
• Proficient in the use of ITS, OPA, MIS, HEMIS and other CPUT IT software.
• Minute taking.
• Verbal and written communication skills.
• Good interpersonal skills and telephone etiquette.
• Effective planning and time management ability.
• Ability to adapt to changing environments.
• Contributing to team success.Initiating action to meet deadlines.
• Good organisational ability and effective control of tasks and activities.
• Stress tolerance and safety awareness.

General InformationClosing Date: 30 March 2025For enquires and assistance with your online application, please contact Mr. Odwa Siza, (Human Capital Department) email: sizaod@cput.ac.zaNB: PLEASE NOTE THAT THIS SYSTEM DOES NOT ALLOW APPLICANTS TO UPLOAD CVs. IT IS THUS IMPORTANT THAT APPLICANTS COMPLETE ALL SECTIONS COMPREHENSIVELY AS FAILURE TO DO SO MIGHT DISADVANTAGE YOU. PLEASE UPDATE YOUR APPLICATION ON THE SYSTEM WITH THE LATEST INFORMATION AS THIS WILL BE THE ONLY CRITERIA USED FOR EVALUATION OF YOUR APPLICATION BY OUR PANEL.The Cape Peninsula University of Technology is committed to Employment Equity and aims to attract and retain talented individuals to achieve our equity objectives and therefore, people from the designated groups, including those with disabilities are encouraged to apply. Preference will be given to applicants whose appointment contributes towards the achievement of demographic representation. We reserve the right not to make an appointment.

Cape Peninsula University of Technology