Senior Assistant Officer (post level 12) at University of the Free State

Duties and responsibilities:

General office management:

• Type medical reports.
• Manage diary for the HOD.
• Manage all telephone enquiries.
• Develop, implement and manage appropriate administrative control systems (in collaboration with the Line Manager and administrative team of the school).

Administration:

• Provide administrative support to the HOD and Medical Personnel.
• File patient files and administrative work of the Department of Health.
• Perform any other general office administrative tasks as required by the Line Manager, and/or HOD.

Event Management:

• Draft correspondence to the Department of Health and other relevant stakeholders and respond to email enquiries.
• Maintain administrative records as required by the University, the HPCSA and the Department of Health.

Financial Administration:

• Arrange national and international travel and accommodation for the HOD and staff members.
• Process invoices for the payments of service providers.

Special Projects:

• Liaise between the public and the Department Head.
• Assist with the organisation of Smile Week and patient theatre lists.
• Ensure that all the activities within the department are carried out to the highest possible standards and that the necessary evaluation and monitoring procedures are in place to ensure compliance with the Department of Health.

Inherent Job requirements:

• Grade 12 on NQF Level 4.
• Minimum of one (1) year’s relevant experience relating to the duties and responsibilities at a higher education institution.

Recommendations:

• Experience in the Health Care environment.
• Experience with Department of Health Policies.
• Experience with university systems, policies and procedures.
• A qualification in Marketing/Media.

Key Competencies required: 

• Results oriented:The ability to cope with a frequently changing environment and to adapt to evolving situations. The ability to stick with tasks, not give up, and overcome obstacles in completing one’s task.The ability to be reliable, responsible, dependable and to fulfil obligations.
• Strategic thinking:The ability to be creative and open-minded when addressing work issues.The ability to carefully analyse information and use logic to address issues and problems at work.
• Business Acumen:The ability to adhere to rules and strictly follow work regulations.Proficient in using MS Office.
• Leading:The ability to maintain high levels of personal motivation, energy and enthusiasm.The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.
• Building coalitions:The ability to negotiate, sell, influence and to persuade others.The ability to be self-assured and at ease with people in all types of social situations.