Job Description

PurposeThis position aims to proactively provide comprehensive secretarial and administrative assistance to the Deputy Vice-Chancellor and ensure the efficient running of the Office of the Deputy Vice-Chancellor. Minimum Requirements

• NQF 6 Diploma (Secretarial and Office Management) or relevant qualification.
• At least 6 years of related experience.
• Computer literate.

Duties and Responsibilities

• General and Office Administration

Correspondence Handling

• Processing all incoming emails, letters and other correspondence.
• Keep records of all correspondence.
• Prepare responses to correspondence containing routine enquiries.
• Read and analyse incoming memos, submissions and reports to determine their significance and plan their distribution.
• Write business correspondence.

Meeting Administration

• Plan, co-ordinate and schedule meetings and functions for the Deputy Vice-Chancellor.
• Prepare meeting agendas and distribute.
• Take and transcribe minutes and distribute to meeting attendees.
• Schedule and contract meeting facilities and refreshments.
• Arrange teleconferences.

Telephone Coverage

• Managing all incoming calls to the Deputy Vice-Chancellor.
• Screen all calls.
• Take messages.
• Respond to voicemail messages.

Diary Management

• Manage and maintain the Deputy Vice-Chancellor's diary in terms of scheduling.
• appointments, time management and keeping it up to date.
• Set up meetings and venues via the electronic diary.

General Administration

• Make travel and accommodation arrangements for the Deputy Vice-Chancellor.
• Maintain office equipment.
• Document Management

• Make relevant documents available for scheduled meetings.
• Develop and maintain a document management/filing system.
• Archive documents.
• Compile data and prepare documents for consideration and presentation by Deputy Vice-Chancellor Management.
• Photocopying and collating official documents.

• Client Liaison

• Answer queries and complaints for internal and external visitors.
• Greet and screen visitors and determine whether they should be given access to specific individuals.
• Use own initiative and handle problems and then direct to respective office.

4. Financial Administration

• Processing accounts related to office equipment usage.
• Place orders for office consumables.
• Monitor budgetary transactions.

5. Monitoring, Evaluation and Reporting

• Monitoring and updating the asset register.
• Monitor, maintain, and order office consumables.
• Monitor the level of tidiness of meeting rooms, notice boards, etc.
• Monitor the Maintenance Department and Cleaners to keep areas tidy.

Enquiries can be made via email atAssumption of duties: As mutually agreed to upon acceptance of the appointment. The University reserves the right not to make an appointment. This position may be subjected to assessments.Women and people with disabilities are encouraged to apply.Note: Sol Plaatje University (SPU) is dedicated to meeting its Employment Equity targets.

Sol Plaatje University