Secretary at Durban University of Technology

• Reporting to the Deputy Dean: DUT Business School, Secretary provides secretarial and administrative support service to the Faculty Team in the implementation of policies, procedures and systems designed to ensure excellent customer service in alignment with the objectives of the Faculty and the DUT.

MINIMUM REQUIREMENTS:

•  National Diploma (NQF Level 6) in Office Management with 3 years experience in a Secretarial or Administration Support role

OR

•  Secretarial Diploma (NQF Level 5) with 5 years experience in a Secretarial or Administration Support role
•  Strong interpersonal and communication skills (oral and in writing) and the ability to work effectively with a wide range of divisions and departments across the University.
•  Document Management workflow skills
•  Organising and Planning Skills
•  Telephone Etiquette
•  Confidentiality and applying discretion
•  Multitasking; resourcefulness
•  Proactive and ability to take initiative
•  Ability to work independently and in a team
•  Comprehensive IT skills, with good working knowledge of Microsoft Office Package. Teams, Zoom

KNOWLEDGE

•  Broad knowledge and understanding of the functional areas covered by the Unit

THE DUTIES AND RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO, THE
FOLLOWING:
PROVIDE SECRETARIAL SERVICES

•  Effectively manage and maintain Director’s complex and challenging diary for University business
•  Prioritise and plan the diary in advance. Flexibility in this regard is essential since the diary often needs
• to be changed at short notice, continually balance competing priorities.
•  Proactively prepare and collate meeting-related papers Provide full secretarial support for all of
• DUT’s Business School meetings, workshops, conferences etc by preparing and/or arranging for
• meeting venues and appropriate equipment and developing and circulating meeting documentation;
•  Develop/prepare agenda for scheduled meetings and presented to the Director prior to meetings
•  Send invites to the meeting participants
•  Compile and distribute meeting packs for DUT’s Business School meetings
•  Schedule/plan meetings on behalf of Director
•  Preparing meeting documents for Director
•  Take accurate messages and communicate to the relevant employees
•  Take minutes in meetings, prepare, and distribute upon approval

PROVIDE CLERICAL AND ADMINISTRATION SUPPORT TO THE UNIT

•  Assist in updating and maintaining the DUT’s Business School web page and DUT’s Business School SharePoint site/folder.
•  Prepare document packs and various correspondence for the Uni.t
•  Receive; date stamping and redirecting all general correspondence.
•  Maintain an efficient Contemporary (e-filing and paper-based as apt) filing.
•  Creating and updating the relevant spread sheets in Microsoft Office Package.
•  Maintain asset register for DUT’s Business School and maintain an inventory of shared asset usage eg data projectors.
•  Arranging meetings – agenda, venue, technical equipment and catering.
•  Order and replenish stationery.
•  Organise service repairs for equipment when required.
•  Administer boardroom bookings.
•  Administer projects within DUT’s Business School.

PROVIDE LOGISTICAL SUPPORT TO THE UNIT

•  Organise and plan DUT’s Business School events whether these are in office or at off-site venues.
•  Make booking for venues, accommodation for sessions, workshops and travel arrangements.
•  Process travel and/or overtime claims by DUT’s Business School staff members.

FINANCIAL ADMINISTRATIVE SUPPORT

•  Manages petty cash within guideline and policies.
•  Prepares purchase requisitions and/or submissions for signature.
•  Ensures that procurement of goods is in support of the “cost effective” drive and in accordance to University policy and procedure.
•  Ensures accurate and proper record keeping / budget tracking of relevant financial transactions.
•  Monitoring and processing of invoicing information in accordance with the University’s policies.

ADMINISTER RECORDS AND DOCUMENTS

•  Ensure smooth, effective and efficient flow of documents between DUT’s Business School and other Divisions/Departments/Units.
•  Log documents, track responses and make follow up.
•  Maintain the confidentiality of documents and information.

AD-HOC

•  Undertake other duties of a similar nature as may reasonably be required by his/her line manager