Senior Secretary (AD11) at University of the Witwatersrand

The main purpose of this position/job is:

• The Senior Secretary provides comprehensive administrative, secretarial, and logistical support to the Director and the Operations & Facilities Management Department. The role ensures smooth departmental operations by managing correspondence, scheduling, meetings, events, travel, filing, communication, and office support. 
• The Senior Secretary contributes to operational efficiency, professionalism, and the achievement of departmental objectives, while maintaining confidentiality and supporting staff and external stakeholder engagement.
• Brief Description        

Contract Management

• Maintain and follow up in terms of the office equipment, service level agreements, maintenance intervals, report faults timeously, etc.

Service Excellence

• Responsible for office related duties such as screening calls, taking messages, managing the access into the Department and directing visitors to the relevant staff and/or areas.
• Responsible for ensuring reception desk is manned at all times by relieving the receptionist during breaks and leave periods
• Receive and disseminate all incoming, outgoing documentation to the relevant parties and/or departments in the agreed manner and timeframe.
• Assisting in managing and coordinating the diaries of the management team and make the necessary follow-ups, collating of the related documentation e.g. agenda, minutes and logistical arrangements (if necessary) e.g. booking of venue, equipment, catering, etc.
• Administration of the boardroom bookings and facilitate the related logistical arrangements e.g. audiovisual setup, catering & refreshments, stationary, photocopy requirements, etc.
• Assist in the planning, organization and execution of any teambuilding initiatives.
• Assisting in controlling of storeroom supplies in terms of ordering, receiving, issuing, and stocktaking of stationery and kitchen consumables.
• Communication
• Assist in terms of providing information or response to queries in a clear, accurate and courteous manner
• Circulation of documentation so as to keep staff informed and share information e.g. a new policy being published, amendment to office regulations, general news clips, reports, statistical data, minutes, etc.
• Identify the confidentiality in terms of documentation and communication and disseminate such to the relevant personnel in an appropriate manner and/or secure such information in a suitable format and manner e.g. password protection, lockable safe, etc.
• Administrative Support
• Managing the calendar of the Director OFMD including but not limited to scheduling of appointments, organizing meetings and handling of correspondence and calls.
• Co-ordinating meetings for the Director as requested, including the booking of internal or external venues.
• Provision of meeting support by scheduling, reserving venues, arranging catering, preparing materials and minute taking where required.
• Organizing and facilitating of conferences and workshops by taking responsibility for all logistical and administrative arrangements.
• Receives visitors and makes their waiting time as comfortable as possible after notifying the relevant staff member of their arrival.
• Maintains a proper and user-friendly filing system (manual and electronic) including confidential documentation.
• Administer, plan and coordinate local and international travel arrangements including. accommodation, car hire, flights, and itineraries etc.

HR Admin support

• Performs other tasks or activities as may be assigned to the incumbent by the Director from time to time

Required  Academic Qualification/s

• Grade 12
• Administration/ Diploma or equivalent Diploma in secretarial practice (NQF Level 5)
• Proven Administrative Experience for working with Senior Leadership Team (Minimum of 3 years experience).
• Higher administrative qualifications will be an advantage.
• Competencies(Knowledge, Skills and Behaviours)
• Awareness of the importance of customer/service focus
• Demonstrates the ability to work in a diverse environment with inclusivity and integrity 
• Ability to secure confidential information
• Excellent Communication skills
• High Level of Computer literacy
• Effective organizational skills
• Ability to work on own initiative, prioritize, plan and organize
• Ability to work under pressure
• Flexibility and adaptability 
• To work in a diverse team and cooperate with others, share knowledge and information and promote harmony and contribute to collective efforts
• Technical expertise e.g. audio visual, Teams connections, etc.
• Demonstrate accountability and perform one’s job with the broader institutional goals in mind
• A working knowledge of university systems and policies within the University would be advantageous

Closing Date: 16 February 2026