Secretary Communication and Marketing at Nelson Mandela University

CORE PURPOSE OF JOB

• To provide professional administrative support to the Director: Communication and Marketing, as well as to the Deputy Directors in the department, through dedicated personal assistance, office support, provision of secretarial support to Communication and Marketing group meetings, as well as through ownership and co-ordination of university-wide initiatives and projects.

KEY PERFORMANCE AREAS

• Effective management of a complex and challenging diary for both University business as well as business related to the Director: Communication and Marketing role in other external  organizations, with an ability to prioritise and plan the diary at least six months in advance. Flexibility in this regard is essential since the diary is fluid and can change at short notice. There is a need for the assistant to continually balance competing priorities.
• Proactive inbox management, with confidence to make decisions on behalf of the Director, where appropriate.
• Proactive preparation and collation of meeting-related papers, working collaboratively to determine what information might be required in advance of a meeting, articulating clear deadlines for submission, and reminding the Director of imminent deadlines.
• Production of documents, presentations, and briefings in relation to the work undertaken by the Director, ensuring an appropriate tone and style, including undertaking desktop research and sourcing information from internal and external stakeholders.
• The provision of outstanding customer service is non-negotiable, including ensuring that all visitors, both internal and external, are welcomed professionally.
• Planning and arranging local and overseas travel, including flight bookings, hotels, transfers, and organization, and planning of itineraries, ensuring best use of time and being cognisant of budgetary constraints.
• Planning and arranging events, and organizing high profile visits by senior external stakeholders, which will require close liaison with a range of departments.
• Dealing with a wide range of inquiries independently, acting as the interface between the Director’s Office and senior personnel within the University, as well as nationally and internationally.
• Provision of high-quality committee support where necessary, taking minutes and ensuring that any action points are followed up in a timely manner.
• Monitoring and processing financial information in accordance with university policies.
• The incumbent is required to be flexible in developing their role and will from time to time be required to undertake any other duties commensurate with the grading of the position.
• Due to the nature of the communications portfolio, there may be times when the incumbent will be expected to work outside normal office hours.

CORE COMPETENCIES

• Outstanding organisational and administrative skills.
• Working knowledge of relevant ITS programmes, eg Personnel iEnabler and Finance iEnabler
• Possess an in-depth knowledge of university policies and procedures.
• Outstanding verbal and written communication skills, including the ability to write on behalf of the senior team for different audiences and to deadline.
• Advanced research skills and experience of producing and analyzing complex source material, information, and data.
• A high degree of professionalism, tact, and diplomacy, and the ability to exercise discretion regarding the handling of sensitive information/issues.
• Excellent interpersonal skills and the ability to inspire confidence and command authority with a range of colleagues and external contacts, including understanding appropriate protocols.
• Ability to build networks with peers to facilitate cross-institutional collaboration, promote knowledge sharing, provide constructive input, as appropriate, and gain commitment to action or change.
• Highly proficient IT skills, in particular the ability to manage complex electronic diaries and emails and the MS Office suite of programmes. The incumbent should also be confident and able to quickly learn new IT skills and software packages as required.
• A high degree of initiative, personal judgement, resourcefulness, flexibility, and a self-motivating approach.
• An ability to bring ideas and creativity to projects and tasks and work with others to ensure projects are successfully completed.
• Enthusiasm and willingness to meet challenging demands, collaborating with people of various levels of seniority, meeting deadlines, and the resilience to manage changing priorities.
• Demonstrable confident and welcoming style and the ability to adapt to different situations as required to ensure the University is represented in a positive manner.
• An interest in and knowledge of the higher education sector.

Requirements

• Matric/Grade 12 qualification
• NQF 5 Certificate in Office Management/Executive Secretary or relevant qualification will be advantageous.
• A minimum of 2 to 5 years working experience in the related field.