Personal Assistant to The Deputy Vice-chancellor:

3 weeks ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte
- Operational and administrative management of the office of the Deputy Vice-Chancellor: Learning & Teaching;
- Providing secretarial support to the Deputy Vice-Chancellor: Learning & Teaching;
- Assisting, planning, scheduling and managing the diary;
- Receiving and welcoming guests and visitors;
- Liaising with staff, students, parents and external clients;
- Creating and maintaining an effective recordkeeping system;
- Establishing and maintaining accurate digital databases;
- Performing routine administrative tasks;
- Monitoring and controlling expenditure of specific cost centre(s);
- Preparing for and arranging meetings;
- Making documents available online (instead of on paper) for the meetings of the Deputy Vice-Chancellor: Learning and Teaching;
- Taking minutes where applicable;
- Drafting bilingual (Afrikaans and English) correspondence and other communications;
- Translating communication/correspondence from English into Afrikaans and vice versa;
- Final proofreading and editing of documents and reports;
- Assisting with the creation of PowerPoint presentations;
- Handling requests for documents and information;
- Liaising, organising and coordinating functions related to the portfolio;
- Independently handling enquiries addressed to the office of the Deputy Vice-Chancellor: Learning & Teaching;
- Making travel, transport and accommodation arrangements for the Deputy Vice-Chancellor: Learning & Teaching.
- Operasionele en administratiewe bestuur van die kantoor van die Viserektor: Leer & Onderrig;
- Verskaf sekretariële steun aan die Viserektor: Leer & Onderrig;
- Hulpverlening, beplanning, skedulering en bestuur van die dagboek;
- Ontvangs en verwelkoming van gaste en besoekers;
- Skakeling met personeel, studente, ouers en eksterne kliënte;
- Skep en instandhouding van 'n effektiewe rekordhoudingstelsel;
- Vestiging en instandhouding van akkurate digitale databasisse;
- Uitvoering van roetine administratiewe take;
- Monitering en kontrolering van uitgawes van spesifieke kostesentrum/kostesentra;
- Voorbereiding vir en die reël van vergaderings;
- Maak dokumente aanlyn beskikbaar (in plaas van op papier) vir die Viserektor: Leer & Onderrig se vergaderings;
- Neem van notules waar van toepassing;
- Opstel van tweetalige (Afrikaans en Engels) korrespondensie en ander kommunikasie;
- Vertaling van komminukasie/korrespondensie van Engels na Afrikaans en vice versa;
- Finale proeflees en redigering van dokumente en verslae;
- Hulpverlening met die skep van PowerPoint aanbiedings;
- Hantering van versoeke vir dokumente en inligting;
- Skakeling, reël en koördineering van funksies verwant aan die portefeulje;
- Onafhanklike hantering van navrae gerig aan die kantoor van die Viserektor: Leer & Onderrig;
- Tref van reis-, vervoer
- en verblyfreëlings vir die Viserektor: Leer & Onderrig.

Job Requirements/Pos Vereistes
- A post-school secretarial or administrative qualification (or equivalent), **OR** a degree;
- At least five years' relevant secretarial and / or administrative and / or project management experience at management level (preferably at senior level);
- The ability to build and maintain relationships in order to gain support for initiatives and objectives;
- The ability to liaise with individuals at management and other levels, both within and outside the University;
- Proven ability to work both on own initiative and as part of a team;
- The ability to perform duties with discretion and integrity;
- The ability to function under work and time pressure without compromising accuracy and efficiency;
- The ability to express ideas clearly, concisely and persuasively in writing;
- Excellent verbal and written communication skills in English and Afrikaans;
- High-level organisational abilities;
- Excellent time management skills;
- The ability to make the correct choices in case of unclear prescripts/arrangements;
- Proof of own judgement and independence in performing tasks.
- 'n Naskoolse sekretariële of administratiewe kwalifikasie (of gelykwaardig), **OF** 'n graad;
- Minstens vyf jaar se toepaslike sekretariële en/of administratiewe en/of projekbestuurervaring op bestuursvlak (verkieslik seniorvlak);
- Bewese hoëvlak-vaardigheid in Microsoft Office en web-toepassings;
- Die vermoë om verhoudinge te bou en te handhaaf ten einde steun te werf vir inisiatiewe en doelwitte te bereik;
- Die vermoë om met individue op bestuurs
- en ander vlakke te skakel, binne sowel as buite die Universiteit;
- Die bewese vermoë om op eie inisiatief asook binne spanverband te werk;
- Die vermoë om pligte met diskresie en integriteit uit te voer;
- Die vermoë om onder werks
- en tyddruk te funksioneer sonder om akkuraatheid en effektiwiteit in te boet;
- Die vermoë om idees duidelik, bondig en oorredend op skrif te stel;
- Uitstekende mondelinge en skriftelike kommunikasievaardighede in Engels en Afrikaans;
- Hoëvlak-organisasievaardighede;
- Uitstekende tydbestuursvaardighede;
- Die

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