Administrative Officer (1 post) (2 Year Fixed Term Contract Appointment) at Sefako Makgatho Health Sciences University

• The University is looking for an energetic individual who will perform day-to-day activities required for the smooth running of the Nursing Science Department through provision of effective administrative and secretarial services. He/She will perform various duties such as filing, attending to student administrative queries, organizing departmental meetings, taking minutes, replenishing supplies, ordering of equipment, administering petty cash and controlling budget, courier liaison, managing travel bookings, community engagement and other administrative duties as assigned. The incumbent reports to the Head of Department: Nursing Science and must meet the requirements, competencies and be responsible for the key performance areas below.

REQUIREMENTS

• A three (3) year Diploma or Degree in Office Management/Administration/Records Management and Archiving
• At least three (3) years' relevant experience in Office or Committee Administration
• Must have a good working knowledge of the ITS system
• Understanding and interpretation of financial records and templates
• Experience in compiling agendas and recording minutes
• Experience and knowledge of systems for entering student assessment marks will be an added advantage
• Relevant experience in a higher education environment within an academic department dealing with academic programme administration, student records and procurement administration will be an added advantage
• Proven ability to navigate online platforms such as Blackboard Collaborate, Zoom and Microsoft Teams with requisite proficiency
• Computer literate (Word-processing, Power Point, Excel, Internet & E-mail and E-learning System)

COMPETENCIES

• Technical/ professional knowledge
• Attention to detail
• Good interpersonal and communication skills
• Good report writing and presentation skills
• Planning and organizational skills
• Integrity and ability to keep information confidential
• Problem solving and analytical skills
• Client service orientation
• Teamwork
• Committed and dedicated work ethos
• Ability to work under pressure and meet deadlines

KEY PERFORMANCE AREAS
General Administration

• Diary Management
• Minute taking, typing and distribution of agendas and minutes
• Photocopying,scanning of documentation
• Maintaining a filing system
• Updating databases and data capturing
• Answering and screening of telephone calls, taking messages and receive visitors
• Make travel arrangements
• Typing correspondence and documentation

Financial Administration

• Processing and monitoring purchases
• Maintaining stock required for the department
• Implement and maintain a relevant document management system in relation to the procurement function
• Receive purchase order (PO) requestsfrom relevant parties
• Ensure that all PO requests are signed off by the designated signatories and obtain approval
• Communicate with all vendors regarding outstanding deliveries and payment procedure and clear unpaid PO's on a monthly basis

Asset Administration

• Ensure that all new and existing assets are appropriately recorded, registered, insured and maintained
• Record asset stock count checks every three months and match up purchase order numbers, asset numbers as well as serial number

Conference/Event Organising

• Organise and co-ordinate all logistical aspects related to all events including workshops, meetings, conferences, seminars
• Assist with co-ordination of site visits by sponsors and auditors
• Ensure that all necessary documentation relating to SMU travel has been completed and submitted

Client Liaison

• Co-ordinate liaison between schools/departments/sections
• Respond to student/employees and visitors’ queries
• Interact in a polite and professional manner with all clients (internal and external)

Monitoring, Evaluation and Reporting

• Communicate and consult with relevant stakeholders
• Develop relevant reports as and when required
• Contribute to the overall development of SMU and actively improve institutional culture
• Perform any other duties as assigned by the Line Manager

Typed applications (quoting the reference number) which should contain comprehensive curriculum vitae, certified copies of all qualifications and contact details of three referees,should be forwarded to Human Capital and Transformation, for the attention of Mr MJ Mopai by e-mail to [email protected] by not later than 16h00 on the closing date as indicated on the advert.

Deadline:25th September,2026