Senior Administrative Assistant - Department for Education Innovation at University of Pretoria/Universiteit van Pretoria

RESPONSIBILITIES:

The successful candidate will be required to provide reception, administrative, secretarial, operational, logistical and financial support to the Operations Office, and the Department for Education Innovation (EI) which includes but is not limited to:

• Managing the reception desk and providing an integrated point at EI reception for visitors and service providers;
• Controlling entrances to the Department and informing Security Services of unauthorized people;
• Co-ordinating the delivery and postal service (receive incoming and outgoing parcels, post, deliveries and receiving IT assets);
• Handling general enquiries;
• Performing a range of financial administrative tasks, including placement of order requisitions (on PeopleSoft), assisting with budget information, etc.;
• Supporting the line manager with operational, logistical and administrative matters, incl. compiling statistics, placing orders, maintaining relevant databases, and ad-hoc tasks as required;
• Liaising with secretaries within EI and other staff at UP and external stakeholders;
• Assisting with logistical arrangements and co-ordination of various events;
• Liaising with Facilities Management One stop service regarding facilities maintenance.

MINIMUM REQUIREMENTS:

• Grade 12 with a minimum of four years’ experience that includes reception, administrative, financial administrative and secretarial experience; OR
• Diploma with a minimum of three years’ experience that includes reception, administrative, financial administrative and secretarial experience;
• Experience in the use of appropriate financial packages (PeopleSoft / Financial modules).

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Advanced computer skills in MS-Office (MS-Word, Excel, GroupWise);
• Effective administration and financial administration skills;
• Telephone etiquette and knowledge of telephone systems;
• Databases and record keeping skills;
• Knowledge of office equipment and systems;
• A sense of business ethics, integrity, discretion and confidentiality;
• Sound interpersonal relations and the ability to interact effectively with students and staff at different levels;
• Accuracy and attention to detail;
• Good organisational and time management skills;
• Pro-active approach to solving problems and meeting deadlines;
• Analytical thinking abilities;
• Conflict management skills;
• Appropriate language and communication skills;
• Initiative.

ADDED ADVANTAGES AND PREFERENCES:

• Experience in a higher education environment;
• Knowledge of/or prior experience with relevant UP policies;
• Qualifications/courses in client relationship management and financial administration would serve as a recommendation.