Senior Management Assistant

4 weeks ago

Pretoria, South Africa University of Pretoria Full time

**UP Professional and Support**:
FACULTY OF HEALTH SCIENCES

HEALTH SCIENCES DEAN'S OFFICE

SENIOR MANAGEMENT ASSISTANT

PEROMNES POST LEVEL 009- The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development._

RESPONSIBILITIES:
The incumbent will be expected to provide comprehensive high-level administrative support in the Office of the Deputy Dean and to the Faculty of Health Sciences, which will include:

- Attending to enquiries from Directors and staff of internal UP support service and academic departments (e.g., research and innovation Support, Finance, HR); Postgraduate students; Researchers; Heads of academic departments; Members of the Executive; National and International stakeholders; Prospective postgraduate students;
- Re-directing queries where necessary;
- Receiving and managing correspondences requiring the attention of the Deputy Dean;
- Managing the diary of the Deputy Dean;
- Overall administration and planning of meetings (venue bookings, documentation, agendas, taking minutes, compiling and distributing thereof)
- Serving as the main point of communication (enquiries/telephone calls);
- Co-ordinating faculty day;
- Handling matters requiring discretionary judgement and confidentiality;
- Preparing of correspondence/letters;
- HPCSA liaison for CPD matters;
- Administrating finance and research;
- Manipulating data and extracting information.

MINIMUM REQUIREMENTS:

- A three-year tertiary diploma in Office Administration or suitable equivalent qualification;
- 5 years’ secretarial experience in the office of a manager at senior management level, which includes experience in office management and administration.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

- Problem solving skills and critical thinking abilities in terms of handling challenging tasks, and when appropriate, proposing alternatives for consideration;
- Computer skills in MS Office and typing skills with proof of certificates obtained in applicable computer programs;
- Sound interpersonal skills including the ability to liaise professionally and effectively with a variety of people, including executive management and clients, on a daily basis at a national and international level;
- Appropriate language and excellent verbal and written communication skills;
- Time management skills, particularly with regard to schedules and deadlines;
- Prioritising tasks/events and meetings, and working under pressure;
- Strong attention to detail, to ensure accuracy and quality of the documentation and administration;
- Teamwork and collaboration skills in order to order the accomplished tasks;
- Advanced computer skills in MS Office and typing skills with proof of certificates obtained in applicable computer programmes.

ADDED ADVANTAGES AND PREFERENCES:

- Administration and Financial support experience in a South African research-intensive higher education institution.

The annual remuneration package will be commensurate with the incumbent’s level of appointment, as determined by UP policy guidelines. UP subscribes to the BESTMED and UMVUZO medical aid schemes and contributes 50% of the applicable monthly premium.
- A comprehensive CV;
- Certified copies of qualifications;

CLOSING DATE: 24 May 2024
- The University of Pretoria is committed to equality, employment equity and diversity._
- The University of Pretoria reserves the right to not fill the advertised positions._

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