Administrator : Dean's Office at University of Western Cape

Role Clarification & Key Performance Areas 

Through its pursuit of excellence in teaching, research and community service, the Faculty of Dentistry is committed to promoting and transforming oral health services in South Africa. The Faculty plays an active role in producing graduates of the highest standards for oral health delivery and has gained international recognition through its community-based and professional approach to education.

Applications are invited from suitably qualified, experienced and dynamic candidates for appointment to the post of Administrator: Dean’s Office.

Reporting to the Dean, the successful incumbent will be responsible for creating and maintaining an effective and efficient working climate. As the Dean’s Administrator, it will be expected of the successful candidate to ensure coordination between UWC and affiliated stakeholders including PGWC, HPCSA, NHLS, SAMRC, and the National Departments of Health and Education. Experience engaging with these stakeholders would be advantageous.

Key Responsibilities will include:

• Act as Personal Assistant to the Dean,,
• Office co-ordination and diary management,
• Handling of office correspondence,
• Internal and external client liaison,
• Liaising across the joint platform,
• Budget administration including budget control and procurement, 
• Travel arrangements,
• Events administration and coordinating workshops, team-building exercises and training interventions,
• Developing and maintaining systems to support information management and preparation for meetings,
• Ensuring an efficient filing system,
• Committee administration, including agendas, minutes and reports,
• HR administration as it relates to the Dean,
• Performing any other administrative duties as may be assigned by the Dean.

Minimum Requirements

• Matric / Grade 12 and at least a post-matric qualification at NQF level 6,
• A minimum of 5 years relevant work experience in a similar secretarial/personal assistant position,
• Computer literacy, including full MS Office suite,
• Working knowledge and experience of a Financial Administration tool (e.g. InforLN).

The following would be advantageous:

• A degree,
• Candidates who worked in a similar secretarial/personal assistant position at a higher education institution.

Key competencies:

• Demonstrated communication (written and oral), organizational and interpersonal skills,
• High degree of professionalism, 
• Accuracy and attention to detail,
• Ability to work efficiently under pressure and without supervision,
• High degree of confidentiality,
• Report writing and minute-taking skills.