Officer (P10): Administration

2 weeks ago

Kimberley, South Africa Sol Plaatje University Full time

**Purpose**

The main purpose of this position is to proactively provide efficient and effective administrative and secretarial support to the Centre for Teaching, Learning and Programme Development.

**Minimum requirements**
- Relevant Diploma (NQF 7)
- 3 to 4 years relevant experience in administrative support in a comparable department, division or academic structure.

**Recommendation requirements**
- Computer literate.
- Financial background and or knowledge of budgeting or managing budgets in a comparable department, division or structure.

**Duties and Responsibilities**

General and office administration
- Keep records of all correspondence
- Typing: Type correspondence, memoranda, agendas and letters generated by the School/Department Preparation of power point slides where required.
- Meeting Administration: Compile and circulate dates of monthly staff meetings - Co-ordinate meetings/functions.
- Type meeting agendas and distribute.
- Take minutes, type and distribute to meeting attendees.
- General Administration: Coordinate maintenance of office equipment.
- Maintaining a logical, methodical filing system that is accessible.
- Do photocopying for the school/ department/section.
- Make travel arrangements for staff.
- Co-ordinate and set up meetings for student support.
- Prepare promotional material.
- Maintain stock levels of hard copy course information and material
- Telephone Coverage: Answer the school/department/ section’s telephone and route calls accordingly.
- Screen all calls for the Director/ Head of Department/Section.
- Database Administration
- Collate and compile information for inputting on the Database system.
- Check data for accuracy.
- Update data and database regularly

Diary management
- Manage diaries of office staff - Set up meetings and venues via the electronic diary.

Front office assistance
- Assist at the front office / reception as required.
- Manage front office calls as required.

Purchase orders and procurement
- Processing and monitoring purchases.
- Ordering stationary.
- Maintaining stock required for the Department.
- Receive purchase order requests from relevant parties.
- Ensure that all PO requests are signed off by the designated signatories and obtain approval.
- Matching up of PO request and original PO from ITS.

Financial administration
- Maintain and reconcile vendor accounts.
- Liaise with creditors regarding queries.
- Follow up on invoices for payment.
- Submit purchase orders for payment to the required office.

Client/student liaison
- Co-ordinate liaison between schools/departments/sections.
- Respond to student/staff/visitor queries.

Monitoring, evaluation and reporting
- Monitoring and updating the asset register.
- Monitor, maintain and order office consumables.
- Monitor the level of tidiness of meeting rooms, notice boards, etc.
- Monitor the Maintenance Department and Cleaners to keep areas tidy.

Assumption of duties: As mutually agreed to upon acceptance of the appointment. The University reserves the right not to make an appointment.

**Women and people with disabilities are encouraged to apply.**

**Note: Sol Plaatje University (SPU) is dedicated to meeting its Employment Equity target

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