Secretary( Prosthodontics) Ref: 28/2024/KM//P12 at Sefako Makgatho Health Sciences University

The University is looking for a dynamic and energetic individual who will perform the day-to- day activities required for the smooth running of the Department of Prosthodontics through the provision of proactive secretarial and administrative services. He /She will perform various duties such as receptionist, diary management, filling, directing student queries to the relevant department structures, organizing departmental meetings, taking minutes, liaising with service providers, ordering of equipment, administering petty cash, logistical arrangement and other administrative duties. The incumbent reports to the HOD: Prosthodontics, and must furthermore meet the requirements and competencies and be responsible for the key performance areas listed below:

REQUIREMENTS

• Matric/Grade 12 with a three (3) year Secretarial or Office Administration qualification
• At least three (3) years of Secretarial orrelatedexperience
• Experience in compiling agendas, recording minutes and action lists to monitor and ensure followup of actions
• Relevant experience in the higher education environment within an academic department dealing with academic programmes administration, student records and procurement administration will be an added advantage
• Computer literate (Word-processing, PowerPoint, Excel, Internet & Email and E-learning Systems)
• Ability to navigate online platforms such as Blackboard Collaborate, Zoom and MicrosoftTeams

COMPETENCIES

• Technical/professional knowledge and skill
• Good communication and interpersonal skills
• Good writing and presentation skills
• Ability to maintain strict confidentiality
• Client service orientation
• Meticulous attention to detail
• Ability to work under pressure
• Problem-solving Skills
• Professional and ethical standards, personal impact, stature, and credibility
• A team player

KEY PERFORMANCE AREAS

• Provide administrative support to the department
• Financial Administration of the office (budget tracking, stationery orders, etc.)
• Planning and organizing departmental meetings
• Assist Module Coordinator and lecturers with venue logistics for academic activities
• Typing all correspondence and reports (monthly, quarterly, yearly), including test/exam papers and timetables, as well as PowerPoint slides for lectures and conferences
• Manage the procurement of items necessary for the effective running of the academic and service duties of the department
• Taking minutes in staff meetings, including typing out agenda and any logistical arrangementsrequired for the efficiency of the meeting
• Handling all incoming mail and other materials, including coordinating the maintenance of office equipment
• Maintain a secure system for storing/filling and retrieving information
• Administration of leave forms and transport claims in the Department
• Recording and entering student marks on the ITS system
• Maintain stock levels of hard copy course information and material, including the formatting and updating of online course brochures, etc.
• Assist in the front office/reception as required and manage front office calls, etc.
• Contribute to the overall development of SMU and actively promote institutional culture
• Any other duties assigned by the HOD/ Line Manager