Senior Assistant Officer: Secretary (Post Level 12) at University of the Free State

About the Job

Duties and responsibilities:

Perform administrative and secretarial tasks, including but not limited to:

• Receive, organise, dispatch and file documentation.
• Scan documents and send e-mails.
• Type official correspondence.
• Responsible for travel logistics (accommodation bookings, car-hire, flights).
• Responsible for meeting logistics and document preparation and administration for meetings (compile Agenda and Minutes).
• Follow-up and provide feedback on tasks arising at internal meetings.
• Receive guests and arrange refreshments for guests.
• Order office supplies, e.g. stationery, printer cartridges, etc.
• Assist with the general neatness of the Director’s office.
• Report defective equipment for repair to physical resources and follow-up on job requests.
• Handle telephone enquiries
• Liaise internally and externally with parties outside the University.
• Handle queries of students and direct them to the responsible person/s within the Business School.

Inherent requirements:

• Grade 12
• Minimum of one (1) year’s relevant working experience in the UFS environment.

Recommendations:

• Proven experience in working with the UFS systems.
• An NQF Level 7 qualification.

Competencies

Required competencies:

Results oriented.

• The ability to cope with a frequently changing environment and to adapt to evolving situations.
• The ability to be reliable, responsible, dependable and to fulfil obligations.

Strategic thinking.

• The ability to deal with several activities at a time.
• The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.

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 be sensitive and understanding to the needs and feelings of others.
• The ability to interact with others and establish personal connections with people.