Wits University
17d ago


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


  • Matric certificate
  • 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)
  • 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

    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
  • Apply
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