Administrative Officer

5 days ago


Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte**Managing the front office/ reception/ door access of the Centre for Medical Ethics and Law (CMEL), including**:
- Managing the front office in a professional, friendly and helpful manner;-
- Maintaining office organisation, administration, and providing communication, telephonic and reception service;-
- Taking accurate and detailed messages and seeking alternative solutions if a call is urgent;-
- Identifying relevant problem areas and making applicable suggestions/solutions;-
- Receiving visitors for consultants/staff/research projects;-
- Receiving and signing for departmental goods and courier packages delivered.- **Secretarial duties for senior lecturers and lecturers**:
- Providing secretarial and administrative support services to lecturers;-
- Completing typing and secretarial duties within a specified time;-
- Maintaining office organisation, delivering post and urgent mail;-
- Handling printing, photocopying and faxing tasks as required;-
- Providing telephonic services;-
- Assisting with presentations and events planning, including online seminars and conferences;-
- Arranging parking for visitors and staff;-
- Receiving visitors/doctors and patients, and notifying lecturers of their arrival;-
- Assisting with examination arrangements, test papers and capturing of marks.- **Finances**:
- Processing requisitions for stationery, functions, flights, etc.;-
- Completing cheque requisition forms and signed invoices;-
- Managing staff travel claims based on guidelines from the Finance Department.- **General duties**:
- Assisting with the leave administration of staff;-
- Managing venue and seminar room bookings;-
- Arranging for maintenance of the photocopy machine and other equipment;-
- Assisting the postgraduate student administrator when necessary.Job Requirements/Pos Vereistes- Matric certificate and five years' applicable experience,
- **_OR_** a post-matric administrative qualification with four years' experience in a secretarial /administrative

environment;High-level computer skills in at least Excel, MS Word, PowerPoint and Outlook;- Experience with administrative support at the level of an academic department and/or division;- Excellent diary management skills;- Proven excellent communication skills and language skills in at least English and Afrikaans, particularly with the ability to communicate and interact empathetically

with lecturers and students;The ability to function under pressure;- Excellent interpersonal relations.

Recommendation/Aanbeveling- A suitable post-matric secretarial or administrative qualification
- **.



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