A developmental opportunity has arisen for an internal candidate to be seconded to the position of Executive Secretary for developmental purposes.
Although the successful incumbent will also be expected to work on both Campuses (District Six and Bellville campuses), it must be noted that this position is mainly based in the District Six Campus and that most of the times the successful incumbent shall be expected to be able to run the office independently to support the Executive Director who is not always in the office as she (ED) is expected to work on all CPUT campuses.
The purpose of this position is to provide secretarial and administrative support to the office of an Executive Director : Human Capital through taking control of the coordination of secretarial and administrative functions including but not limited to executive reporting , collation of action plans, development of projects plans and related follow-
ups , collation of information / data and management of the ED diary and emails . To use his / her own initiative and proactively research relevant information and make it available to the Executive and relevant stakeholders.
To manage the office of the ED : HC and from time to time assist the HC management office when necessary.
Job Knowledge, Skills and Experience
A relevant 3 year National Diploma or a Bachelor's degree in Office Management Technology / Administration
2 years' experience in administrative support involving secretarial responsibilities in an executive / senior manager's office.
Demonstrate capability in preparing reports for high-level meetings and to present own material to influence decision makers to arrive at the certain outcome.
Experience in a higher education environment as well as wor king with project management software packages will be a recommendation.
Key Performance Areas / Principal Accountabilities
Supporting the executive office with secretarial and admin functions,
Takes responsibility for the coordination of projects emanatinq from the Executive Director
Working with the Executive Director to develop the comprehensive workflow process for the project and making sure that role players are identified and their responsibilities are documented and clarified .
Supporting the Executive Director to draft presentations, project proposals, preliminary schedules and budgets and other needed resources.
Proactively make sure that the interface between all stakeholders is kept alive through effective communication
Coordinates activities of the project team members to make sure those targets are met within agreed times.
Maintains effective administration linked to the office through attending meetings , preparing minutes and reporting on the outcomes of meetings
Planning , organising and coordinating administrative aspects of the office functions , including compiling of documentation for high-
level meetings, drafting of communication in pursuant of getting assignments completed .
Proactively follows up with relevant offices to pursue action plans, decisions and completion of assignments
Provides support for compilation of budgets, handling of purchases (requisition and procurement) and monitoring of expenses to make sure that the department expenses stay within approved budet.
Responsible for development & implementation of efficient office system .
Provides administrative support to the Executive Directore for high confidential and time sensitive matters
Provide administrative support to other Human Capital Managers when requested.
Manage the office of the Executive Director including telephone, diary, email etc
Offer administrative support to other Human Capital Managers as and when requested.
Ability to work independently and ability to use his / her own initiative to resolve problems and to be pro-active to get things done.
Strong written and oral communication skills .
Ability to work in a team.
Proven analytical skills - the ability to assimilate detailed information and identify key issues. Ability to persuade others through communication.
Excellent attention to detail and deadlines.