Personal Assistant P9 at Sol Plaatje University

Minimum Requirements

• NQF 6 Diploma (Secretarial and Office Management) or relevant qualification.
• At least 6 years of related experience.
• Computer literate.

Duties and Responsibilities

General and Office Administration

Correspondence Handling

• Processing all incoming emails, letters and other correspondence.
• Keep records of all correspondence.
• Prepare responses to correspondence containing routine enquiries.
• Read and analyse incoming memos, submissions and reports to determine their significance and plan their distribution.
• Write business correspondence.

Meeting Administration

• Plan, co-ordinate and schedule meetings and functions for the Deputy Vice-Chancellor.
• Prepare meeting agendas and distribute.
• Take and transcribe minutes and distribute to meeting attendees.
• Schedule and contract meeting facilities and refreshments.
• Arrange teleconferences.

Telephone Coverage

• Managing all incoming calls to the Deputy Vice-Chancellor.
• Screen all calls.
• Take messages.
• Respond to voicemail messages.

Diary Management

• Manage and maintain the Deputy Vice-Chancellor’s diary in terms of scheduling.
• appointments, time management and keeping it up to date.
• Set up meetings and venues via the electronic diary.

General Administration

• Make travel and accommodation arrangements for the Deputy Vice-Chancellor.
• Maintain office equipment.

Document Management

• Make relevant documents available for scheduled meetings.
• Develop and maintain a document management/filing system.
• Archive documents.
• Compile data and prepare documents for consideration and presentation by Deputy Vice-Chancellor Management.
• Photocopying and collating official documents.

Client Liaison

• Answer queries and complaints for internal and external visitors.
• Greet and screen visitors and determine whether they should be given access to specific individuals.
• Use own initiative and handle problems and then direct to respective office.

Financial Administration

• Processing accounts related to office equipment usage.
• Place orders for office consumables.
• Monitor budgetary transactions.

Monitoring, Evaluation and Reporting

• 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.