Administrative Officer A1 (Job Level 10) at Stellenbosch University

Duties        

• This role requires providing administrative support to the Head: Student Discipline (HSD) through:
• Providing general administrative support to the HSD.
• Scheduling enquiries, e.g. arranging panels, supporting documentation, recording equipment and witnesses.
• Arranging Student Discipline training and marketing seminars.
• Record keeping and reporting of Academic and Residence Disciplinary proceedings.
• Providing basic data capturing support to the Investigator: Student Discipline.
• Maintaining and updating the consolidated Student Disciplinary Report.
• Monitoring sanctions imposed by the respective disciplinary committees.
• Monitoring and verifying community service hours of students.
• Managing the Student Discipline email mailbox, attending to basic queries, forwarding emails for a response to the relevant member of the Student Discipline team, and filing emails to folders in Outlook and SharePoint.
• Maintaining an effective electronic and hardcopy filing system.
• Organising internal and external meetings.
• Assisting with the compilation of PowerPoint presentations.
• Compiling agendas and taking minutes during meetings.
• Collecting and preparing management information for management meetings.
• Coordinating follow-up actions arising from meetings.
• Assisting in the preparation of documentation for developing and submitting strategic and business plans.
• Establishing and maintaining accurate electronic databases, as well as distribution and contact lists.
• Reacting to requests for documents and information.
• Independently dealing with routine enquiries for students, staff and external third parties.
• Typing letters, memoranda and other relevant documents. 
• Handling and/or referring general high-level enquiries.
• Aligning with the other functions and responsibilities in the broader function of Legal Services.

Job Requirements        

• A Diploma or NQF 6 equivalent qualification in a related field (Office Administration, secretarial, paralegal, law etc).
• Between one to two years' relevant experience in support of an individual operating at senior management level.
• Computer literate in MS Office (Word, Excel, PowerPoint and Outlook) and web applications.
• Strong interpersonal and communication skills.
• Customer orientation.
• Effective planning, organising, and prioritising skills.
• The ability to function accurately and effectively under pressure.
• Attention to detail and accuracy.
• Excellent and professional written and verbal communication skills in at least English, with proficiency in an official South African language other than Afrikaans will being beneficial.