Secretary (Built Environment) Ref: 25/2024/RM/P11 at Sefako Makgatho Health Sciences University

The department is looking for an energetic person who will be responsible for administrative and secretarial services of the Department. He/She will be reporting to the Director:Built Environment, and must meet the requirements and be responsible for the following competencies and key performance areas below:

REQUIREMENTS

• Three (3) year Secretarial or Office Administration qualification
• Three (3) years’ experience as secretary
• Experience in compiling agendas, recording minutes and action lists to monitor and ensure follow-up of actions
• Sound working knowledge and experience of Ms Word, Ms Excel and MS PowerPoint and Internet
• Ability to navigate online platforms such as Blackboard, Zoom and Microsoft Teams

COMPETENCIES

• Technical/professional knowledge and skill
• Organizational and time management skills
• Results and quality orientation
• Written and oral communication skills
• Ability to work independently and as a team member
• Confidentiality, tact, and discretion when dealing with student information
• Good writing, communication, and presentation skills
• Good interpersonal skills
• Problem solving skills
• Client service orientation
• Good telephone etiquette and human relations skills

KEY PERFORMANCE AREAS

• Secretarial support to the Director
• Financial administration of the office (budget tracking, stationery orders, etc.)
• Planning and organizing departmental meetings
• Set up venues for events including meetings, workshops, trainings etc.
• Manage the procurement of items necessary for the effective running of the Director’s office
• Typing all correspondence and reports (monthly, quarterly, yearly)
• Handling all incoming mail and other materials
• Maintain a secure system for storing/filling and retrieving information
• Administration of transport claims in the Department
• Act as a client/student liaison
• Submission of documents to relevant SMU stakeholders
• Contribute to the overall objectives of SMU and actively improve institutional culture
• Perform any other duties as assigned by the Director