Senior Secretary

2 months ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte
- Providing secretarial duties and support to the Chair of the Department, diary management and planning;
- Rendering administrative and secretarial support to departmental staff;
- Scheduling departmental meetings, drafting agendas and taking minutes at these meetings;
- Setting up and maintaining a filing system and departmental calendar;
- Coordinating the internal and external moderation and examination process of the Department;
- Professional liaising with, and handling queries internally and externally for prospective postgraduate students for the Postgraduate Diploma and the BPsych Equivalent Programme;
- Administration of the professional programmes of the Department;
- Handling undergraduate and postgraduate student administration, especially the administration of professional programmes, including class and test timetables on relevant systems, e.g. SUNLearn,
- Administering postgraduate and undergraduate marks;
- Responsible for the marketing activities in the Department, such as updating the departmental website, social media pages, newsletters and other related activities;
- Ad hoc tasks and secundus roles as required.

***
- Verleen sekretariële ondersteuning aan die Voorsitter van die Departement, onder meer met dagboekbestuur en -beplanning;
- Verleen administratiewe en sekretariële ondersteuning aan departementele personeel;
- Skeduleer departementele vergaderings, stel die agendas op en neem notules by hierdie vergaderings;
- Die opstel en byhou van n liasseerstelsel en departementele kalender;
- Koördineer die interne en eksterne moderering en eksamineringsproses van die Departement;
- Professionele skakeling met, en hanteer navrae intern asook ekstern vir voornemende nagraadse studente vir die Nagraadse Diploma en die BPsig GelykwaardigeProgram;
- Administrasie van die professionele programme van die Departement;
- Hanteer studente-administrasie op voor
- en nagraadse vlak, veral die administrasie van professionele programme wat klas
- en toetsroosters op SUNLearn insluit;
- Nagraadse
- en voorgraadse punte-administrasie;
- Verantwoordelik vir die bemarkingsaktiwiteite van die Departement soos, onder andere, die opdatering van die webblad, sosiale webstuistes, nuusbriewe en ander aktiwiteite;
- Verleen ondersteuning met die departementele webtuiste
- Ad hoc
- en sekundustake, soos benodig.

Job Requirements/Pos Vereistes
- A relevant diploma / postgraduate diploma / degree, or equivalent qualification;
- At least three to five years' secretarial and / or administrative experience and / or secretarial support to a senior manager;
- Excellent verbal and written command of English (working knowledge of Afrikaans will be advantageous);
- Proven ability to work independently and accurately, and to use initiative in the performance of tasks;
- Administrative experience of academic programmes, SU systems (e.g. SUNLearn, SUNStudent) and handling marks;
- Proven knowledge and extensive experience of using SU s administrative and financial computer systems;
- Excellent interpersonal relationships and a positive attitude towards clients and colleagues;
- Effective organising skills;
- Proven computer proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook);
- The ability to provide a professional, confidential and friendly service under pressure.

***
- 'n Toepaslike diploma / nagraadse diploma / graad of gelykwaardige kwalifikasie;
- Minstens drie tot vyf jaar se sekretariële en / of administratiewe ervaring en / of sekretariële ondersteuning aan 'n senior bestuurder;
- Voortreflike mondelinge en skriftelike kommunikasievaardighede in Engels ( werkende kennis van Afrikaans sal voordelig wees);
- Die bewese vermoë om onafhanklik en akkuraat te werk en inisiatief aan die dag te lê in die uitvoering van pligte;
- Administratiewe ervaring wat betref akademiese programme, en USstelsels (soos SUNLearn en SUNStudent), en puntehantering;
- Bewese kennis en uitgebreide ervaring in die gebruik van die US se administratiewe en finansi le rekenaarstelsels;
- Uitstekende interpersoonlike verhoudinge en positiewe ingesteldheid teenoor kliënte en kollegas;
- Effektiewe organisasievaardighede;
- Bewese rekenaarvaardigheid in die gebruik van Microsoft Office (Word, Excel, PowerPoint en Outlook);
- Die vermoë om, onder druk, 'n professionele en vriendelike diens te lewer.

Recommendation/Aanbeveling
- Proven verbal and written communication skills in at least English.

***
- Bewese mondelinge en skriftelike kommunikasievaardighede in minstens Engels.

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