Senior Administrative Assistant

2 weeks ago

Pretoria, South Africa University of Pretoria Full time

RESPONSIBILITIES:

- Managing the reception desk and providing an integrated point at EI reception for visitors and service providers;
- Controlling entrances to the Department and informing Security Services of unauthorized people;
- Co-ordinating the delivery and postal service (receive incoming and outgoing parcels, post, deliveries and receiving IT assets);
- Handling general enquiries;
- Performing a range of financial administrative tasks, including placement of order requisitions (on PeopleSoft), assisting with budget information, etc.;
- Supporting the line manager with operational, logístical and administrative matters, incl. compiling statistics, placing orders, maintaining relevant databases, and ad-hoc tasks as required;
- Liaising with secretaries within EI and other staff at UP and external stakeholders;
- Assisting with logístical arrangements and co-ordination of various events;
- Liaising with Facilities Management One stop service regarding facilities maintenance.

MINIMUM REQUIREMENTS:

- Grade 12 with a minimum of four years’ experience that includes reception, administrative, financial administrative and secretarial experience; OR
- Diploma with a minimum of three years’ experience that includes reception, administrative, financial administrative and secretarial experience;
- Experience in the use of appropriate financial packages (PeopleSoft / Financial modules).

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

- Advanced computer skills in MS-Office (MS-Word, Excel, GroupWise);
- Effective administration and financial administration skills;
- Telephone etiquette and knowledge of telephone systems;
- Databases and record keeping skills;
- Knowledge of office equipment and systems;
- A sense of business ethics, integrity, discretion and confidentiality;
- Sound interpersonal relations and the ability to interact effectively with students and staff at different levels;
- Accuracy and attention to detail;
- Good organisational and time management skills;
- Pro-active approach to solving problems and meeting deadlines;
- Analytical thinking abilities;
- Conflict management skills;
- Appropriate language and communication skills;
- Initiative.

ADDED ADVANTAGES AND PREFERENCES:

- Experience in a higher education environment;
- Knowledge of/or prior experience with relevant UP policies;
- Qualifications/courses in client relationship management and financial administration would serve as a recommendation.

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: 11 August 2023
- 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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