Departmental Secretary

CORE PURPOSE OF JOB

To provide administrative support to the Department to optimize workflow procedures in the office by supporting the Director and Departmental management with planning and distributing information. The secretary will be the point of contact for all queries to, requests and management of the Director’s office. The Secretary will be requests or issues and will be an integral part of the Department of Visual Arts.

KEY PERFORMANCE AREAS

• Manage the diary of the Director.
• Provide administrative assistance to the Director and management of the Department of Visual Arts.
• Manage all incoming and outgoing mail and e-mails and circulate if necessary to Director and to the staff members.
• Manage the daily/weekly/monthly agenda and arrange new meetings and appointments.
• Responsible for making travel, accommodation, and venue arrangements for the staff in the department.
• Frequently check the levels of office supplies and place appropriate orders.
• Develop and maintain a functional filing system and future archiving of records.
• Assist in event coordination, (such as exhibitions, examinations,

CORE COMPETENCIES

• Proven work experience as a secretary or Administrative Assistant.
• Proficient in office organization and optimization practices.
• Exceptional degree of multi-tasking and time management capability.
• Excellent writing and verbal communication and interpersonal skills.
• Integrity and professionalism.
• Proficiency in MS Office/365.

REQUIREMENTS

• Grade 12
• National Diploma in office management or equivalent would be an added advantage
• 2 - 5 years’ experience in an office management or public relations environment.
• Experience in working in a higher education environment will be an added advantage.
• Valid code 8 or 10 driving license.
• Administrative experience in the Humanities or creative art industry would be an added advantage
• Familiarity of the ITS system would be an added advantage.

Nelson Mandela University reserves the right not to make an appointment. In considering candidates for appointment into the advertised posts, preference will be accorded to persons from a designated group in accordance with the approved Nelson Mandela University Employment Equity Plan. No applications will be accepted after the closing date Friday, 03 May 2024.