Departmental Administrator B - Department of Otorhinolaryngology - Faculty of Health Sciences - 25130 at University of Pretoria/Universiteit van Pretoria

RESPONSIBILITIES:

Students administration

• Coordinating all student administration in the department in consultation with the HOD, this includes undergraduate student administration, and student enquiries;
• Preparing the students’ program by compiling timetables and practical booklets;
• Booking of lecture halls, skills lab, and CBT lab;
• Arranging rotation lectures and clinical rotation to different hospitals;
• Arranging block lectures and block exams;
• Organising audio-visual support with the IT department;
• Uploading lectures and student information on Click-UP;
• Capturing test and examination marks and ensuring that results are submitted on time.

Office administration

• Managing HOD’s diary;
• Administrating and planning of staff meetings (venue bookings, agendas, taking minutes, compiling & distributing documents thereof);
• Organising medical courses, and liaising with different companies involved;
• Booking the HOD's travelling and accomodation;
• Recording of incoming and outgoing mails;
• Developing and maintaining filing system;
• Typing documents, memorandums, letters and reports.

Financial Administration:

• Generating  purchase orders;
• Administrating the departments cost centre;
• Ordering stationery;
• Creating requisition travel authorization, expense reports and claims.

MINIMUM REQUIREMENTS:

• A National three-year diploma in Administration with two years’ administrative experience;
• Grade 12 with four years’ administrative experience.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Proven computer skills in microsoft office, internet and typing skills;
• Appropriate verbal and written communication skills;
• Strong attention to detail in all aspects of administration;
• Ability to work under pressure and independently;
• Ability to handle multiple administrative task simultaneously and meet deadlines.

ADDED ADVANTAGES AND PREFERENCES:

• B-degree in administration;
• Administrative work experience in a tertiary environment;
• At least five years’ appropriate experience in administrative position.