Administrative Assistant ( Internal Vacancy) - (6767) at Cape Peninsula University of Technology

Job Purpose

• To provide support to the FBMS QRK Unit Manager in managing and supporting Quality, Risk and Compliance initiatives at a Faculty and Departmental level. To provide administrative/secretarial support for the department to ensure effective and efficient rendering of quality service by way of handling correspondence, accurate data capturing, database administration, organising and phone coverage. To work as a team member through contributing to department’s activities, which require team support including but not limited to registrations of learners and graduations.

Job Knowledge, Skills and Experience

Minimum Qualifications:

• Diploma in any of the following disciplines: Office Management and Technology, Business and Information Administration/Management, Quality Management, Information Systems or equivalent qualification
• 2 years’ relevant experience in a Higher Education, internal audit or equivalent environment in quality, risk or compliance management

RECOMMENDED:

• ITS I-Enabler for financial purposes
• ITS (retrieving of academic reports, checking of statuses of students, checking of financial statements of students)
• MIS Portal (Knowledge on PowerHeda – extraction of data for Faculty Performance Reviews)
• MS Office packages (Intermediate level)
• SharePoint administration and navigation (uploading, updating and sharing of documentation on Info HUB)
• Black Board administration

Key Performance Areas / Principal Accountabilities

• Receive mail including emails for the department and distribute to the addressees
• Do all the typing of memoranda, reports and letters for staff.
• Do photocopying for the department
• Handle administration pertaining to department main function; ranging from administration, 
• correspondence, etc.
• Extraction of data from various systems
• Consolidation of FBMS -wide data related to Risk, Quality and Knowledge Management.
• Collate information for inputting/uploading on the system
• Check data for correctness.
• Update data on regular basis.
• Circulate agenda and minutes of meetings.
• Correspond, engage and liaise with various internal and external stakeholders
• Circulate agenda and minutes of meetings.
• Correspond, engage and liaise with various internal and external stakeholders
• Answer telephone calls and route them accordingly.
• Take messages if staff is not available
• Follow up on calls that need to be returned
• Respond to messages left on voicemail
• Organize workshops
• Order stationery for the department.
• Maintain stock related to the functionality of the department.
• Receive visitors for the department.
• Ensure full functionality of office equipment.
• Attend to students’ and staff queries related to the department.
• Participate   in   department   activities.                              

Competencies

• Ability to adapt to changing environment
• Verbal and written Communication
• Contributing to team success
• Initiating action
• Creativity
• Attention to details
• Numeracy
• Applied knowledge of MS Excel and MS Word
• Learner/Client focus
• Managing work (including time Management)
• Professional/Technical knowledge
• Interpersonal skills
• Organising
• Stress tolerance
• Safety awareness