Production Administration Officer at University of Pretoria/Universiteit van Pretoria

RESPONSIBILITIES:

The successful candidates’ responsibilities will include, but are not limited to:

Receive and process printing requests:

• Receive, control and record all printing requests according to time received;
• Confirm and record all cost centre numbers correctly;
• Prioritise examination papers, tests, booked tasks, speed tasks and agendas;
• Control quality and layout of master copies before sending it for printing;
• Design of basic Study Guide Covers, letterheads (using existing templates) and edit PDF files;
• Process purchase orders;

Costing, cash and stock:

• Capture all variables of print requests on the system;
• Prepare an invoice for each request;
• Ascertain that the material needed for the work is in stock, furthermore order stock;
• Send processed request to external graphic design or printing department;
• Receive all proof of payments for private work via email and ensure that the reference number is correct;

Daily / weekly / monthly reports and reconciliation:

• Keep all records on the system, as well as hard copies, up to date on a daily basis;
• Calculate available and required stock, and keep the stock list updated with the latest prices;
• Print daily and weekly reports of completed print requests and compare to print requisition forms;
• Compile monthly statistics of printing done by UP Print, balance journal and balance sheet, and submit to the Manager: Printing and Finance Department;

General office administration:

• Attend to incoming telephone calls and advise on printing, pricing and requisitions;
• Attend to walk-in visits/enquiries from members of staff, clients or service providers, concerning printing to be done or completed in UP Print;
• File all completed records, documents and reports weekly;

Human Resources:

• Manage the administration and filing of daily register for staff and leave matters;
• Attend to continuous performance management of reporting staff members;
• Supervise reporting staff;

Substitution:

• Assist in any other section in UP Print when needed;
• Act as production manager in the absence of the Production Manager;
• Perform additional duties or responsibilities, which fall reasonably within the scope of the job description, or in accordance with operational requirements.

MINIMUM REQUIREMENTS:

• A relevant three-year National Diploma;
• Short courses in Microsoft office processing;

Three-years’ experience in:

• Office Administration and stock control;
• Order placement, invoicing, and record keeping (filing).

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

Knowledge of:

• Bookkeeping;
• Office administration;
• Organisational skills;
• Customer service;

Technical competencies:

• Computer literacy;
• Typing skills;
• Stock control;

Behavioural competencies:

• Good communication skills;
• Exceptional listening and comprehension skills;
• Focused attention to detail skills;
• Conflict resolution skills.

ADDED ADVANTAGES AND PREFERENCES:

• Advanced computer training;
• Advanced office administration training;
• Basic financial management training, including procurement;

Five years’ experience in:

• Bookkeeping;
• Office administration.