Administrative Assistant

3 weeks ago

Cape Town, South Africa Affirmative Portfolios Full time

**PA (Personal Assistants)**
**Western Cape ~ Cape Town**
***:
Administrative Assistant
** -**
**Based in Cape Town**

**Contract**

**Responsibilities**
- Takes, types up and distributes minutes and agendas for monthly departmental meeting.
- Greets visitors, enquires as to the nature of their visit and directs them to the appropriate staff member.
- Manages the Deputy Dean’s diary in context of responsibilities in the area of Clinical Services and Research.
- Setting up of meetings at the request of the Deputy Dean, with HODs, PGWC, clinicians, Hospital and Faculty management at other institutions.
- Works closely with Dean’s Administrative Assistant when the Deputy Dean has to act as Dean and where the Deputy Dean has to represent the Dean at meetings.
- Works closely with the Department of Health and Faculty Research Office to ensure that critical meetings for the Deputy Dean are entered into diary in terms of planning and decision making.
- Takes responsibility for synchronising Deputy Dean’s electronic diary and ensures that meetings are entered timeously.
- Source information for Dean in preparation of drafting of letters, etc.
- Clinical/ Research HOD meetings - by setting up meetings, ensuring that feedback is supplied to HODs in terms of matters relating to HODs Relationship with the Provincial and National Department of Health - works in close liaison with the relevant Department of Health regarding visits to the Faculty and makes the necessary arrangements for catering, venue bookings and set up.
- Relationship with Higher Education Institutions - works in close liaison with the institutions regarding meetings and makes the necessary arrangements for catering, venue bookings, set up, compilation and issuing of documents, etc. Is responsible for filing and document retrieval in respect of matters of a sensitive and complex nature.
- Retrieving of documents in a timeous manner in order to assist the Deputy Dean to prepare for meetings.
- Perform internet searches on relevant themes for HR and Health Services
- Takes responsibility for the coordination of the Deans office functions Ensures venue bookings, liaison with speakers, sending of invitations, coordination of responses, catering, parking, setting up of venue etc
- Minutes and agendas typed accurately, in the departmental template/format.
- Distribute minutes and agendas timeously
- Arrange refreshments for meetings
- Direct feedback from external and internal clients

**Experience**:

- Matric with a Secretarial Diploma or equivalent
- 3 years working experience with senior management
- Computer literacy (Microsoft Office Suite)
- tertiary education institutional knowledge would be an advantage.
- Knowledge and experience with travel (local and international) procedures
- Sound understanding of processes in the Dean’s Office

**Knowledge**
**and skills**
- Knowledge and experience with local and international travel procedures.

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