ADMINISTRATIVE ASSISTANT (Grade AD 12)
Wits University
Johannesburg,ZA
17d ago

JOB SUMMARY

Applications are invited from suitably qualified applicants. The incumbent will be responsible for effective secretarial and administrative support for the Evolutionary Studies Institute.

MINIMUM REQUIREMENTS

  • Matric certificate
  • Secretarial certificate / Diploma
  • Five years relevant experience (experience at the University or tertiary educational sector will be advantageous).
  • KEY COMPETENCIES

  • Computer literate (MS Word, Email, Internet)
  • Oracle (iProcurement, Enquiries, HR View)
  • Knowledge of Sakai (capturing department and student information)
  • Minute-taking
  • 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
  • Answering telephone
  • 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
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