Applications are invited from suitably qualified applicants. The incumbent will be responsible for effective secretarial and administrative support for the Evolutionary Studies Institute.
Secretarial certificate / Diploma
Five years relevant experience (experience at the University or tertiary educational sector will be advantageous).
Computer literate (MS Word, Email, Internet)
Oracle (iProcurement, Enquiries, HR View)
Knowledge of Sakai (capturing department and student information)
Precision and accuracy in work, meticulous attention to detail
Good interpersonal skills
Good verbal and written communication skills
Knowledge of University processes
Excellent time management, ability to prioritise
Good understanding of the function of the Institute
KEY PERFORMANCE AREAS :
Duties and Responsibilities amongst other :
Responsible for student information management, including updating and maintaining undergraduate, Honours, MSc and PhD lists, and all student documentation and files.
Liaising with postgraduate students, supervisors and Faculty Office concerning registration, progress reports, and end-
of-project documentation requirements.
Maintaining minor computer, stationery and general.
Accountable for PA duties to Head of School; i.e., manage HoS diary, arrange meetings as requested, filing of minutes of meetings, maintain meeting files.
Responsible for the Institute secretarial work, including handling telephone, email and walk-in queries from current and prospective students, business and the public.
Ensure the smooth running of the Institute by carrying out general office administration and secretarial duties.
Provide technical skills in all aspects of general office administration including planning, arranging, recording and reporting.
Strong interpersonal skills with staff and students
Able to take detailed comprehensive minutes
Photocopying of manuscripts, teaching and exam requirements
Incoming / outgoing mail, both hard-copy and electronic
Keeping diaries, arranging meetings and appointments and organising travel for key personnel
Maintaining filing systems
Receiving and assisting visitors to the Institute
Maintaining and creating relevant databases
Processing and maintaining of petty cash; institute vehicle mileage; Wesbank petrol cards; Procurement of goods and services on Oracle
Maintain and update all information on Sakar.
Filing documents and correspondence
Assist with bursary applications
General assistance with Visa applications and study permits
Disseminate information to academics and students about funding opportunities related to specific fields of research
Arranging events and conferences
Liaise with the local and international palaeosciences community