Secretary (1 Post) Ref: 103/2024/JSM/P12 at Sefako Makgatho Health Sciences University

MINIMUM REQUIREMENTS

• Matric/ Grade 12
• Three (3) year Secretarial/ Office Administration/ Office Management qualification
• At least three (3) years secretarial experience
• Experience in compiling agendas and recording minutes
• Relevant experience in the higher education environment within an academic department dealing with academic administration, student records and procurement administration will be an added advantage
• Ability to navigate online platforms such as Blackboard Collaborate, Zoom and Microsoft Teams with requisite proficiency
• Computer literate (Word-processing, Power Point, Excel, Internet & E-mail and E-learning System)
• Willingness to work beyond normal working hours

KEY PERFORMANCE AREAS

• Secretarial support and diary management of the HOD, and support to the department
• Financial administration such as budget tracking, stationery orders, etc.
• Manage the procurement of items necessary for the effective running of the academic and service duties of the department
• Planning and organizing departmental meetings as well as setting up of venues for classes
• Typing all correspondence and reports (monthly, quarterly, yearly), including test/exam papers and timetables, as well as PowerPoint slides for lectures and conferences
• Provide administrative support to staff in the department
• Take minutes during staff meetings, including typing out of agenda, and any logistical arrangements required for the efficiency of the meeting
• Handle all incoming mail, and other materials, including coordinating the maintenance of office equipment
• Maintain a secure system for storing/filling and retrieving information
• Administration of claim forms and appointments for the department
• Record and enter student marks on ITS system
• Maintain stock levels of hard copy course information and material, including the formatting and updating of on-line course brochures, etc
• Assist in the front office/reception as required, and manage front office calls, etc
• Contribute to the overall development of SMU, and actively promote institutional culture
• Perform any other duties assigned by the line manager