Departmental Secretary, Department of Intermediate Phase, Faculty of Education (Internal only) - (7045) - Wellington Campus at Cape Peninsula University of Technology

Job Knowledge, Skills and Experience

• A Matric/Senior Certificate or equivalent certificate
• At least two (2) years' relevant experience in office administration and/or secretarial duties in a Higher Education environment
• Excellent knowledge of Microsoft Office Suite (Excel; Word; Power Point)

Recommendation:

• A National Diploma in Office Management Technology or an equivalent three (3) year qualification relevant to the position
• Sound knowledge of ITS

Key Performance Areas / Principal Accountabilities

• Office management and administrative duties required for the successfully functioning of a manager’s office
• Establishing and maintaining an effective information and filing system
• Prioritizing incoming mail, calls and messages and responding appropriately.
• Screen, process, and action all correspondence including preparation of routine or draft requests and/or responses on behalf of the HoD physically and electronically.
• Database and record administration
• Provision of broad-based administrative support to a manager’s office
• Tracking system for submission due dates and deadlines and ensure timeous reminders.
• Responsibility for general secretarial and office administration duties
• Management of stakeholder relationships (both in person and telephonically) and presentation of a professional and helpful image to both internal and external stakeholder
• Minute taking, typing and transcription, including agenda preparation.
• Preparing of documentation for submission to internal and external meetings and stakeholders
• Responsibility for coordinating national and international travel arrangements, in accordance with University and Divisional policies.
• Responsibility for diary management and related personal assistant activities
• Transactional responsibility, loading of the HoD’s budget and procurement from HoD’s office cost centres