Departmental Secretary (P11) (Faculty of Health Sciences: Department of Environmental Health) (Re-advert) at University of Johannesburg

Job description
Responsibilities:  

• Coordinating office management activities of the department.
• Manage the department's front office and act as the first line of contact to the stakeholders, staff, students, etc. in a professional manner.
• Respond to and distribute incoming communications.
• Maintain a filing and record management system.
• General administrative support to the department.
• Load temporary appointments and claims (Oracle system).
• Process invoices and request quotes (Oracle system).
• Administer procurement of operational and capital items to enable efficient functioning.
• Provide general administrative support to academic staff members regarding their teaching and learning, research and community engagement functions.
• Receive and direct calls to relevant staff members.
• Compile agendas, and registers, and take minutes at meetings for accurate record keeping.
• Arrange and coordinate workshops, functions, conferences, etc. as per the Director's/HOD's request.
• Keep abreast of new developments in the field and effectively apply them in the department.
• Maintain a trusting and open relationship with other secretaries and managers regarding official matters.
• Ensure that documentation is kept safely and securely to maintain confidentiality.
• Administer procurement of departmental staff teas, and stationery as well as the ordering of furniture, computers and office equipment.
• Facilitate infrastructure maintenance to ensure a productive, safe and secure environment in compliance with the Occupational Health & Safety Act.
• Arrange travel and accommodation for departmental staff for official business trips, conferences, and/or teaching & learning activities (local and international).
• Develop and manage ongoing monthly budget control for certain units within the department.

Minimum requirements

• A diploma or relevant (NQF 6)
• At least 3 to 5 years of job-related experience
• Computer literacy (all MS Office packages)
• Extensive diary management and scheduling
• Extensive telephone etiquette

Competencies (Technical skills and Behavioural Attributes):

• Good administration and organisation skills
• High attention to detail
• Ability to perform under pressure and independently
• Good communication skills
• Interpersonal skills
• Professional approach
• Procurement procedures
• Knowledge of conference calls (international and local)
• Office and administration Management
• Finance/budgeting
• Planning and organisational skills
• Accuracy, detail and quality checking
• Excellent interpersonal skills
• Active listening skills

Recommendations:

• Previous experience in the higher education and training environment
• Knowledge of university policies and procedures
• Knowledge of the Oracle system

Deadline:8th August,2025