Administrative Officer B1: Risk Management and Campus Security at Stellenbosch University

Duties    

• Rendering administrative, logistical, and secretarial services to the manager and staff of the Risk Management and Campus Security subdivision at the Tygerberg, Bellvillepark and Worcester campuses of Stellenbosch University;
• Compiling duty rosters for the in-house security staff of Tygerberg campus;
• Compiling payment schedules for payment of shift allowances, overtime allowances and statutory allowances payable to in-house security staff at Tygerberg campus;
• Serving as leave administrator for in-house staff of Risk Management and Campus Security at Tygerberg campus;
• Keeping log sheets of patrol vehicle usage as well as maintenance records of patrol vehicles in conjunction with SU Transportation Services and vehicle maintenance service providers;
• Managing uniform procurement and uniform exchanges for in-house staff, and liaising with Procurement Services regarding the procurement of uniforms for security staff;
• Keeping records of CCTV service requests and liaising with Information Technology regarding the maintenance and repairs of CCTV equipment;
• Renewing SUNid registrations and creating new SUNid users for Campus Security at Tygerberg and satellite campuses;
• Compiling graphs on CiMMS and PowerPoint from incident records to serve as visual illustrations of incident trends;
• Taking the minutes at meetings between the Ops Manager and the shift-leaders as well as any other meetings chaired by the Ops Manager: Risk Management and Campus Security, Tygerberg Campus;
• Capturing all invoices received by Risk Management and Campus Security and following through until service providers have been paid; 
• Keeping and managing records on the online asset register procured and / or used by the Risk Management and Campus Security Division at Tygerberg Campus;
• Managing the effective use of office equipment such as the photocopier machines and other relevant equipment;
• Managing the Department's requisitions, procurement of stationery and goods received on the internal financial system; 
• Rendering administrative and secretarial support to the Operations Manager, Risk Management and Campus Security;
• Handling telephonic enquiries and receiving clients;
• Taking messages when the Operations Manager is not available;
• Providing supportive access control services to specific Faculty Departments, including Sunskill, SUNLOC and the Desmond Tutu Foundation;
• Updating PSIRA records for in-house personnel of the Risk Management and Campus Security Division;
• Capturing supporting documents and finalising incident reports for distribution;
• Supporting the Occupational Safety Organiser with organising and conducting evacuations and other related emergency drills and training;
• Assisting the divisional head by attending planning meetings for large gatherings and other campus activities, such as welcoming events, etc.;
• Acting as administrator of the Division's WhatsApp groups;
• Verifying the correctness and accuracy of information entered into the electronic incident register. 

Job Requirements        

• NQF 6 in a secretarial, financial, or related area;
• Three years' relevant work experience at a tertiary institution, security or  similar environment;
• Excellent verbal and written communication skills in English;
• Excellent computer literacy (MS Office, Outlook, Excel);
• Financial administration skills;
• Excellent skills pertaining to effective planning, problem-solving, decision making and time management;
• Good analytical ability;
• Accurate record-keeping skills;
• The ability to work independently;
• The ability to work under pressure;
• Organised with good interpersonal relationships.