Senior Administrative Assistant

2 days ago

Pretoria, South Africa University of Pretoria Full time

DEPARTMENT OF HUMAN RESOURCES

SENIOR ADMINISTRATIVE ASSISTANT

PEROMNES POST LEVEL 11- The University of Pretoria's commitment to quality makes us one of the country’s top research Universities and gives us a competitive advantage in international science and technology development._

The Senior Administrative Assistant is responsible for the effective and systematic control and maintenance of staff records.

RESPONSIBILITIES:

- Provide advice and assistance to clients on the retrieval, organising, destruction and archiving of records, continuously;
- Ensure that confidential records are handled according to the prescribed guidelines;
- Identify and implement service improvements in record management;
- Capture and store staff records on the relevant system;
- Examine records for legibility, completeness, quality and retention requirements and communicate feedback to the relevant stakeholders;
- Receive and organise records by verifying that they are properly sequenced and categorised in accordance with standard operating procedures (SOPs);
- Ensure quality control by screening records on the Electronic Record Management System (ERMS) for duplicates and general errors;
- Ensure that all records captured on the ERMS are available with the necessary accurate and high-quality indexing data;
- Perform random quality checks on historic files;
- Ensure compliance with all applicable legal requirements, as well as UP Record Management policies and ensure procedures on a continuous basis;
- Assist in the development and maintenance of folder structures to ensure compliance with administrative, legal, and financial requirements; and
- Provide general office support through the preparation of routine correspondence and ad hoc reports.

MINIMUM REQUIREMENTS:

- Grade 12 with three years of relevant experience in records management and electronic records management systems; Office administration and database administration.

OR
- 3 years’ Diploma in Human Resource Management, Administration, Business Management, or a related field with one year of work experience in records management and electronic records management systems; Office administration and database administration.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES)
- Knowledge of HR principles, practices, philosophies, processes and procedures;
- Knowledge and understanding of building effective and collaborative working relationships;
- Knowledge of legislative requirements for records management;
- Microsoft PowerPoint, Word and Excel;
- Client service orientation;
- Conflict handling skills;
- Ability to work under pressure without compromising detail and accuracy;
- Attention to detail; and
- Organising and prioritising skills.

ADDED ADVANTAGES
- 2 years’ experience at a higher education institution.

The 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: 03 July 2025
- The University of Pretoria is committed to equality, employment equity, and diversity._-
- The University of Pretoria reserves the right not to fill the advertised positions._

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