Departmental Secretary (P11) (Academic Development & Support: Centre for Psychological Services & Career Development) (Re-advert) at University of Johannesburg

Job description

Responsibilities:

Administration & Support

• Provision of high quality and confidential administrative support to all PsyCaD staff including data management.
• Management of the Director’s diary and daily schedules ensure that urgent matters are prioritised.
• Assist with requests to the Director, collect and collate information from internal and external stakeholders.
• Secretariat of PsyCaD Management meetings- prepare agendas, papers, and minutes, monitor, and undertake follow up actions.
• Scheduling and coordination of internal and external engagements (virtual/in-person) including sourcing and collecting material to ensure the required
• information is on hand in an easily accessible format.
• Organise travel and monitor travel arrangements to enable effective use of time and travel budget.
• Handling arrangements for venues, catering for meetings or functions and other ad hoc event planning tasks.
• Assistance with the collation of reports, presentations, and documents to ensure high quality and achieved within the set timeframes.
• Assistance with the roll out of all relevant customer related surveys and forms.
• Contribute and package content for PsyCaD microsite in consultation with the Director: PsyCaD.
• Liaise with various divisions on campus and coordinate professional service delivery.
• Perform daily routine administrative tasks such as diary management, professional statistics record keeping, process notes, report writing, referral letters, e mail responses, telephonic enquiries, general enquiries, record-keeping methods.
• Undertake ad-hoc departmental day-to-day assistance as and when required assigned by the Director: PsyCaD or PsyCaD Team Leaders.

Financial Administration 

• Ensure the provision of accurate and complete supporting documentation for financial transactions.
• Ensure effective communication with PsyCaD staff regrading internal controls, financial liability, and the management of financial risks in consultation with the Director.

Crisis Administration:

• Effective administration of crisis matters that might report to the Director’s office, including ensuring accurate management and tracking.
• Make referrals where necessary to the relevant stakeholders.

Psychosocial Project Administration:

• Provide administrative support for all PsyCaD projects.
• Marketing administration of UJ psycho-social projects.
• Create and curate content for social media platforms.

Professional Administration and Community Engagement (CE):

• Adherence to legislation and UJ policies.
• Attend applicable workshops, lectures, activities as it pertains to administrative assistants and PsyCaD. 
• Professional reports and documentation as required within PsyCaD and ADS
• Participation in CE projects and initiatives where relevant.
• Participate in collaborative projects with internal/external stakeholders where appropriate.

Minimum requirements

• A Diploma/ Advanced Certificate (NQF 6) in the field of Administration, Psychology, Social Work, Marketing or Human Resources Management.
• Three (3 ) years’ experience in office administration and related systems.
• Three (3) years’ experience in financial administration and related systems.
• Three (3) years’ experience in working within higher education.
• Three (3) years’ experience in online/cloud platforms.
• Three (3) years' experience in marketing administration for departmental projects.

Key Functional/Technical Competencies:

• Computer literacy and proficiency in MS Office/365 (Word, Excel, PowerPoint, Outlook, Teams, and One Drive) and other relevant software.
• 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 in current research methodology and research project development.
• Knowledge of change management.
• Knowledge of the requirements associated with operating within a counselling service environment.

Competencies and Behavioural Attributes:

• 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.
• Good training and development skills.
• 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 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.
• Ability to work within strict ethical guidelines as prescribed by relevant legislature and organisational policies and procedures.
• 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.
• Good training and development skills.
• Ability to handle students with diplomacy, tact, and sensitivity.