Secretary.4.05 at University of the Witwatersrand

About the Job

Requirements for the job

• Grade 12 plus a post matric Secretarial / Business Management and Administration Diploma, or reasonable alternatives, which will be evaluated on an ad hoc basis
• Proficiency in MS Office (MS Word, Excel and PowerPoint)
• Proficiency in using search engines, e.g. Google
• Working knowledge of office equipment, including printers
• Fast typing speed, ±50 – 60 words per minute.
• At least five (5) years’ experience in administrative/secretarial work.
• Must have a South African driver's license.

The following will be advantageous

• Knowledge of Wits procedures and processes

Responsibilities:

Administration related to clinical training include:

• Maintain all records pertaining to clinical training of students, including time sheets, Fieldwork Evaluation Reports (FER), clinical examination rubrics and clinical education marks.
• Be responsible for all correspondence, office documentation and filing thereof pertaining to clinical education.
• Assist in the preparation of rural fieldwork blocks, by making bookings for accommodation, transport etc. for rural fieldwork supervisors.
• Assist in the preparations for the bi-annual rural clinicians meetings- booking accommodation, transport, etc.
• Assist in finding and booking accommodation for final year students for rural fieldwork.
• Develop and maintain an inventory of departmental supplies (appliances, crockery boxes, etc.) for rural fieldwork placements.
• Issue and receive departmental supplies (appliances, crockery boxes, etc.) to final year students for rural fieldwork.
• Provide secretarial support to fieldwork coordinators regarding the planning and preparation of the undergraduate clinical examinations of final year students.
• Provide secretarial support to the second- and third-year coordinators regarding arrangements for the clinical training placement of students, allocating and distributing FER to supervising staff, collating marks and saving FER forms to students’ files.
• Develop and maintain a filing system pertaining to undergraduate student records, paying specific attention to updated and accurate records regarding clinical placements and supervisors for each student.
• Develop and maintain a tracking system for ongoing monitoring of clinical hours of UG students, to ensure compliance with the HPCSA’s requirement of 1000 clinical training hours

Financial Support Function related to clinical training (Budgets, student uniforms, documentation) include:

• Assist with ordering scrubs for UG students.
• Assist with paperwork related to UG students’ travelling stipends (excursion fees) for clinical fieldwork.
• Obtain the budget from the finance secretary for catering of clinical exams and OSPEs.
• Assist with catering for final year clinical exams and OSPEs and making arrangements for the clinical examiners.

General secretarial duties include:

• Keep a neat secretarial office.
• Support the departmental finance secretary with reception duties in a professional manner.
• Assist with managing the overnight library.
• Assist with managing the key cupboard.
• Assist with administrative and secretarial duties related to prize giving ceremonies.
• Assist with filing regarding UG students, including medical certificates.
• Assist with archiving graduated students’ documents.
• Provide secretarial support to the Departmental Undergraduate Committee.

Activity Management duties

• Set up AMS system by end of January annually and grant access to all staff.
• Upload marks in June for the final year 6-month programme.
• Upload marks at the end of the year for all programmes.