Secretary

4 weeks ago

Durban, South Africa Durban University of Technology Full time

Durban University of Technology (DUT) is located on the warm east coast of South Africa. It sprawls over seven

(7) campuses in tropical and picturesque Durban, and in Pietermaritzburg, with its undulating hills that flow over from the Drakensberg Mountain.

According to our _ENVISION2030 _strategy, DUT’s DNA has two strands, namely _‘people-centred and engaged’ _and _‘innovative and entrepreneurial’_. These are interwoven intrinsically by a number of double pairs consisting of _‘values and principles’ _that bind our double-helix together. The extrinsic expression of our DNA is via _The DUT-Way_; which demonstrates our collective character and behaviour.

The University’s ultimate goal is to contribute towards improving the lives and livelihoods of all its people, both internal and external. DUT consistently strives towards excellence and greatness in teaching-learning and in research-innovation; something that has been recognized recently when _The Times Higher Education’s World University Rankings _placed DUT within the top 500 of universities in the world and within the top 5 universities in South Africa. The enactment of these internationally recognized strengths is demonstrated in our impactful engagement internally and externally in service of our localities, the region and the country at large.

**Real Estate Management**

**Post: Secretary**

**Minimum Requirements**:

- NQF level 6 qualification in Secretarial/Office Management or related field.
- Minimum 5 years’ experience in a busy office environment.
- At least 1 year’s secretarial experience in a tertiary institution (ideal).
- Knowledge and understanding of the systematically arranged collection of computer data, structured so that it can be automatically retrieved or manipulated.
- Knowledge of reporting tools and concepts.

**Summary of Duties (but not limited to)**:

- Manages the Senior Director’s diary, e.g. confirms daily schedule and workplan and arranges appointments in time effective manner.
- Types correspondence, reports and presentations, including layout and formatting.
- Sorts, records, distributes and/or redirects incoming mail specifically, provides clients with background information and/or supporting documentation pertaining to items requiring attention.
- Organises meetings and provides support with relevant background information pertaining thereto.
- Distributes information, circulars, reports, etc., as directed, to Senior Director.
- Provides a secretarial service to relevant meeting whenever required to do so, e.g. Management Committee.
- Distributes Agendas including relevant documentation; records, compiles and distributes Minutes of meetings.
- Provides telephonic support by screening/redirecting and/or responding to incoming calls.
- Takes messages and provides necessary information in response to queries as required.
- Organises travel/accommodation arrangements for Senior Director and staff in accordance with DUT procedures, e.g. attendance at external seminars, conferences, etc.
- Organises functions as required by the Senior Director’s office.
- Acts as a first line station regarding queries from staff, students, public and industry.
- Assists with or redirects queries to relevant person(s).
- Receives and welcomes guests/visitors on behalf of the Senior Director
- Sets up and maintains an efficient filing, record-keeping and information retrieval system.
- Designs and compiles relevant institutional forms/pro formas as required.
- Compiles office budget for approval by Senior Director.
- Coordinates and consolidates reports on behalf of the Senior Direcotr’s office
- Maintains sound relationships with staff, colleagues and students and contributes to team effort, e.g. ensures staff are kept fully informed/up-to-date on relevant administrative/staffing procedures.

**Status of position: Permanent**

**Contact Person: Ms. ZJ. Ngcobo**

**To Apply**:
**Kindly note**:
**Closing date**: 21 November 2023 16:00pm**:
University’s equity policy” The University reserves the right NOT to make an appointment.

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