Officer (P10): Administration at Sol Plaatje University

Minimum Requirements 

• Relevant Diploma
• 5 to 6 years related experience
• Computer literate (MS Office)
• Experience with ERP financial Systems
• Recommendations 
• Experience in the Higher Education vertical will be advantageous.
• ICT Customer Service experience is desired

Duties and responsibilities 

Correspondence Handling

• Receive all incoming emails and letters: own/school/department/ section
• Keep records of all correspondence.

Typing

• Type correspondence, memoranda, agendas, and letters generated by the School/Department.
• Preparation of PowerPoint slides where required.

Meeting Administration

• Compile and circulate dates of monthly staff meetings
• Co-ordinate meetings/functions
• Type meeting agendas and distribute
• Take minutes, type and distribute to meeting attendees

General Administration

• Coordinate maintenance of office equipment
• Maintaining a logical, methodical filing system that is accessible
• Do photocopying for the school/ department/section
• Make travel arrangements for staff
• Co-ordinate and set up meetings for student support
• Prepare promotional material
• Maintain stock levels of hard copy course information and material

Database Administration

• Collate and compile information for inputting on the Database system
• Check data for accuracy
• Update data and database regularly.

Telephone Coverage

• Answer the school/department/ section’s telephone and route calls accordingly
• Screen all calls for the Director/ Head of Department/Section
• Take messages
• Respond to voicemail messages
• Manage diary of the Director/ Head of Department/Section
• Set up meetings and venues via the electronic diary
• Assist at the front office / reception as required
• Manage front office calls as required
• Processing and monitoring purchases

Ordering stationary

• Maintaining stock required for the Department
• Implement and maintain a relevant document management system in relation to the procurement function
• Receive purchase order requests from relevant parties
• Ensure that all PO requests are signed off by the designated signatories and obtain approval
• Matching up of PO request and original PO from ITS
• Communicate with all vendors regarding outstanding deliveries and payment procedure
• Clearing unpaid PO’s monthly
• Maintain and reconcile vendor accounts
• Liaise with creditors regarding queries
• Follow up on invoices for payment
• Submit purchase orders for payment to the required office
• Co-ordinate liaison between schools/departments/sections
• Respond to student/staff/visitor queries
• Monitoring and updating the asset register
• Monitor, maintain and order office consumables
• Monitor the level of tidiness of meeting rooms, notice boards, etc.
• Monitor the Maintenance Department and Cleaners to keep areas tidy