Administrative Officer: Grade 10

3 days ago


Johannesburg, South Africa University of the Witwatersrand Full time

**Responsibilities**:

- Buyer for the three hospitals (hospitals), MATCH Research team in KZN & Effective Care Research Unit (ECRU)
- Manage all FRC Individual Grants allocated to our doctors
- Procurement for the department obtain quotes, create requisitions, receiving of goods
- Handle all departmental finance matters including petty cash
- Attend all Finance meetings at faculty on a monthly basis
- Handle all the yearly budgets for all three departments
- Create requisitions on Oracle system, receipting etc.
- Issuing internal requisitions for all work required
- Responsible for the School's fixed asset register
- Assist with admin / secretarial duties when secretaries are on leave
- Assist with catering requirements for examiners meetings and all other meetings
- Responsible for all CPD Activities (capture, load and export to Wits Health Consortium)
- Generating CPD certificates
- Assist doctors with Post grad registrations, submissions and more

**STUDENT AFFAIRS & EXAMS OFFICER (BOTH UNDERGRAD & POSTGRAD)**
***COLLEGE EXAMS**
- Typing of college exam questions (FCOG) (Highly confidential)
- Involved in arranging the exam set up when held at our facility
- Invigilating
- Oversees the smooth running of college as well as student exams in the department
- **Gemp III/IV students** - Main students, spends 6 weeks in the dept. (Exams, orientation, admin, allocations)
- **GEMP I/II** - Reproductive block in the department (Arrange tutorials and shadowing in wards)
- **GEMP I** - Elective period in O&G towards the end of the year

International students - Allocate & arrange for these students to spend at least 1-2 months in the department
- **NMFC (Cuban Trained Students)** - Allocate students to the different wards, making sure they spend time in both Obstetrics & Gynecology.
- Conduct, Invigilate and mark the MCQ exams at the end of each rotation
- Ensure accurate student records, efficient distribution of course materials, examinations, student queries, tutorial arrangements with Consultants
- Do stats on best student of the year
- submit student names to receive awards to faculty
- Typing & storing all exam question papers and answers (highly confidential)
- Responsible for marking the MCQ paper
- Preparing student marks on excel for faculty board meetings and examiners after each exam held in the department
- Capture student marks on the AMS and send to faculty
- Arranging internal & external examiners from private practices and other universities (Medunsa and Pretoria)
- Invigilator for both block exams and Integrated exams (5th year and final year students)
- Prepare marks on excel for GEMP III, IV exams - submit marks to Faculty
- Coordination of all student records, accurate class lists, student absenteeism records and arranging of deferred assessments.
- Coordination of all examination procedures - including scheduling of examinations, checking school exam timetables, collating exam papers, exam vetting meetings, liaison with exam office, coordination of documentation for external examiners and organising internal exams meetings, final checking and uploading of year/exam marks.
- Responsible for yearly block allocations - placing students at the different hospitals yearly
- Prepare all clinical rotations for the year, class lists, assessment forms and distribute it to the different hospitals and faculty
- Reporting any off duties and sick leave to faculty officer
- Assist students with all queries related to their studies
- Support, guide and counsel students when necessary
- Typing tutorial rosters & making sure tutorial are done by doctors before exams

Detailed Description

Job Requirements

Additional Details

How To Apply

**Requirements**:

- Matric, a degree/ diploma will be a distinctive advantage
- Knowledge of, and experience working in an University environment
- Knowledge and experience working with students and I-procurement
- 2 years administrative experience
- Bookkeeping experience
- Good communication Skills
- Experience of Wits systems
- Oracle, WAMS
- Ability to respond after hours for important, timely or urgent matters.
- Team-player who operates in a fast paced team-oriented setting.
- Ability to be discrete and maintain confidential information
- Understanding of how to prioritize and respond accordingly
- Strong written and verbal communication skills and the ability to multi-task


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