Departmental Secretary: Administrator to the Director (P11) (Academic Development and Support: Centre for Psychological Services and Career Development) (Re-advert) at University of Johannesburg

Job Purpose:

• To provide specialised, confidential, and HPCSA governance-aligned mental health administrative coordination within PsyCaD to support psychological service delivery, crisis response processes, clinical record management, staff onboarding and student wellbeing initiatives within the Director’s office.

Responsibilities:

Client and Student Service Administration & Support:

• Provide confidential mental health administrative support within a psychological services environment, ensuring compliance with the HPCSA and UJ governance requirements.
• Coordinate staff and student appointments, referrals, and service access pathways that are received from the Director’s office.
• Maintain secure management of PsyCaD psychological data, and records per HPCSA guidelines.
• Support documentation processes including reports, referral letters, and service-related correspondence from the Director’s office.
• Manage psychological telephonic and walk-in enquiries with professionalism and sensitivity, ensuring appropriate triaging to PsyCaD staff.

Psychological Crisis Administration:

• Provide administrative coordination for student psychological crisis matters reported to Director.
• Support the Director in ensuring accurate tracking, documentation, and escalation of urgent psychological cases.
• Facilitate referrals to internal and external stakeholders in accordance with established protocols.
• Support the Director in maintaining crisis governance records.

Management Administration:

• Facilitate the onboarding of staff within PsyCaD in line with HPCSA requirements.
• Coordinate the Director’s schedule with prioritisation of urgent staff and student-related matters.
• Liaise with faculties, divisions, and external stakeholders to support integrated PsyCaD services.
• Support quality assurance processes, surveys, and reporting requirements.
• Provision of high quality and confidential administrative and secretariat support to all PsyCaD management.
• Assist with requests to the Director: PsyCaD, collect and collate information from internal and external stakeholders.
• Organise travel and monitor travel arrangements to enable effective use of time and travel budget.

Finance and Psychosocial Project Administration:

• Provide administrative support and marketing administration for all PsyCaD projects.
• Create and curate content for social media platforms including PsyCaD microsite in consultation with the Director: PsyCaD.
• Assigned PsyCaD process Coordinator.
• Ensure the provision of accurate and complete supporting documentation for financial transactions.
• Ensure effective communication with PsyCaD staff regarding internal controls, financial liability, and the management of financial risks in consultation with the Director.

Professional Administration and Community Engagement (CE):

• Professional reports and documentation as required within PsyCaD and ADS.
• Participate in collaborative projects with internal/external stakeholders when required.

Minimum requirements

• A Diploma (NQF 6) in Business, Administration or Management Studies or a related field.
• Three (3) years’ mental health administrative experience within a student counselling in a higher education environment.
• Proven experience in providing administrative support to a Senior Manager within a higher education environment.
• Proven experience in supporting psychological crisis coordination and student wellbeing initiatives.
• Proven experience in institutional financial administration and related systems.
• Proven experience in facilitating the onboarding of sessional staff.
• Proven experience in mental health client management administration systems (practice management).
• Proven experience in working with confidential and HPCSA regulated administrative processes.
• Experience in administration of psychosocial departmental projects.
• Computer literacy and proficiency in MS Office/365 (Word, Excel, PowerPoint, Outlook, Teams, and One Drive) and other relevant software.

Recommendations:

• More than five (5) years’ mental health administrative experience within a student counselling higher education environment.
• More than two (2) years’ experience in providing administrative support to a Senior Manager within a higher education environment.
• Demonstrated ability of working with data protection requirements of the HPCSA.
• Experience in working with persons with disabilities.
• Extensive knowledge of UJ Procurement and Finance Policies and Procedures.
• Experience in social media coordination for student-focused psychosocial projects.
• Experience in CPD/workshop administration.

Competencies and Behavioral Attributes:

• Demonstrated ability to exercise discretion, sound judgement, and emotional maturity when managing psychologically sensitive or crisis-related matters.
• Proficiency in the use of social media and online/cloud platforms.
• Knowledge of structure and content of the appropriate language including the meaning and spelling of words, rules of composition and grammar.
• Knowledge of the higher education environment.
• Knowledge of UJ financial and practice management systems.
• Knowledge of change management.
• Knowledge of the requirements associated with operating within a counselling service environment.
• Good problem-solving skills and ability to use independent judgment to manage and impart confidential information.
• Ability to make professional decisions and work with others.
• Able to critically reflect on all aspects of own contribution to the role and a commitment to continuous improvement and creative ways of working within a multidisciplinary team.
• Good administration and reporting skills, including report writing.
• Ability to work within strict ethical guidelines.
• Availability to work flexibly (after hours) and travel as appropriate to meet the needs of UJ.
• Ability to handle students with diplomacy, tact, and sensitivity.

Deadline:8th May,2026