Secretary - Durban at Durban University of Technology

Minimum Requirements:

• National Diploma (NQF Level 6) in Secretarial/Office Management/Administration/Business Administration, or relevant qualification.
• Minimum 5 years in a Secretarial/ Admin position, of which at least 3 years of secretarial experience at a senior management level.
• Experience in Office Management, involving multidisciplinary functions.
• Considerable knowledge of standard secretarial practices and Business English, modern office equipment, practices, and procedures.
• Demonstrable high-level knowledge, and experience in computer literacy in particular Windows-based computer programs including MS Office, and the Internet.
• Able to work independently and under pressure, and to priorities according to deadlines.
• Ability to compose a variety of letters and memorandum and to perform office management details without referring to the line manager.
• Demonstrated organizational and planning skills and the ability to promote process improvements to create institutional efficiencies.
• Good interactive and PR skills and must be able to competently interact with a culturally and ethnically diverse population across the university.
• Understanding of budget reporting and MS Excel skills with the ability to learn University operational and financial systems.
• Excellent communication skills – verbal and written/electronic with the ability to interact effectively with constituents at all levels required.

Key Responsibilities:

• Provides a full range of high-level administrative and secretarial support to the Senior Director which includes managing the diary.
• Confirms daily schedule and work plan and arranges appointments in a time-effective manner.
• Provides a variety of support tasks that may be highly sensitive and confidential.
• Type correspondences, reports, and presentations, including layout and formatting.
• Ensures the office of the Senior Director is properly briefed and familiar with the agenda in advance of all meetings.
• Without any supervision, undertakes to ensure that all matters requesting the Senior Directors' intervention are executed timeously.
• Organises meetings and provides relevant documentation timeously for meeting participants.
• Organises domestic and foreign travel/accommodation arrangements and forex for the Senior Director and other relevant staff. Prepares and keeps records of all travel vouchers in accordance with DUT procedures.
• Organises functions as required. Compiles guest lists, organise venues, and arranges/coordinates catering requirements within budget limitations.
• Makes minor/routine administrative decisions within the bounds of the authority level of the position.
• Prepares routine correspondence and assembles data for complex reports, e.g., staffing schedules, study leave requests, and motivation for budgets.
• Co-ordinates, monitors, and orders primary office supplies in accordance with DUT purchasing procedures and administrative controls.
• Oversees servicing and maintenance of office equipment in the Senior Directors’ office.
• Follow up with the ambit’s heads of Secretaries on deadlines for submitting data.
• Maintains efficient backup of computerised documentation, records, and statistics.
• Compiles the Senior Directors’ office budget for approval.
• Liaises efficiently with external vendors and other parties as required.
• As the frontline representative to the Senior Director promotes the image of the office by promptly, efficiently, and diligently attending to all duties and tasks.
• Ensures personal and professional self-development, e.g., by attending relevant training courses to update skills or acquire new skills in line with new developments/ technology.