Administrative Officer

3 weeks ago

Bellville, South Africa University of the Western Cape Full time

Post Number- 8021246 (ITS 6388)- Faculty/Department- University of the Western Cape -> Rectorate -> HIV and AIDS Centre- Type of Position- Permanent - Full Time- Length of Contract Period- Location- Main Campus - Bellville, WC ZA (Primary)- Closing Date- 10/3/2024**Role Clarification & Key Performance Areas**

The role of the Administrative Officer provides administrative support to the Director: Health Promotion & Wellness and the office. The Administrative Officer will assist with the effective flow of tasks within the Health Promotion and Wellness office to provide professional office support and deliver a seamless and integrated service.

**Administrative support to the Director
- Health Promotion and Wellness**:

- To maintain and provide a support service for the Director’s daily schedule, including forward planning of workload, diary management, co-ordinating and collating of all relevant paperwork.
- To service meetings, including preparation of meeting papers, obtaining and preparing briefing materials and presentations, and taking minutes when requested/where necessary.
- Respond and advise efficiently to all electronic or verbal enquiries for the Director and other staff,
- To liaise effectively with internal divisions/departments and external organisations on behalf of the Director.
- To administratively assist the Director with impending work deadlines for both internal and external commitments, e.g. reports, presentations, conferences, projects.

**Financial and Human Resources Administrative support**:

- To be responsible for monitoring the budget and processing claims for departmental expenditure incurred.
- To submit expense claims on behalf of the Director and the Office
- To provide a confidential and efficient filing system for the Director.
- To assist the Director with ad-hoc administrative tasks related to the range of internal and external stakeholders that the office deals with.

**General Office Administration**:

- To ensure appropriate administrative systems and processes are developed and maintained to support the effective and efficient day-to-day running of the Director's office.
- To effectively assist in coordinating the range of events that form part of the Directorates work - from inception through to tendering, to event management, budgetary control, invoicing and post-event appraisals.
- To plan and implement hospitality arrangements for the office, including the provision of hospitality for visitors
- To organise travel arrangements for the Director and the office staff.
- To execute any ad-hoc administrative tasks as required.

**Minimum Requirements**

**Minimum Requirements **(Qualification and Experience)
- National Higher Certificate or Equivalent qualification at NQF Level 5
- Minimum of 5 years general administrative experience
- 2 to 3 years of the 5 years should be relevant experience within the Higher Education Sector.

**Required competencies **(skills, knowledge and behavioural attributes):

- Ability to pay attention to detail.
- Excellent computer skills e.g. MS Office Package
- Planning and organization skills
- Time management Skills /Ability to work under pressure
- Verbal and Written communication skills.
- Financial Administration skills.
- Project Administration skills
- Demonstrate Self-Leadership skills
- Problem-solving skills

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