MINIMUM REQUIREMENTS:
- M +4 Qualification/ BTech/ Advanced Diploma in Office Management and Technology or equivalent)
- Minimum three (3) years’ experience in legal secretarial capacity/legal environment.
- Minimum two (2) years’ experience in a Higher Education environment.
KNOWLEDGE
- Sound knowledge of relevant departmental administrative systems.
- Knowledge and understanding of legal secretarial functions.
- Knowledge and understanding of contract typing.
- Sound knowledge of legal terminology.
- In depth Knowledge and understanding of legal documents and terminology.
SPECIAL REQUIREMENTS
- Advanced computer proficiency in MS Office suites /MS Office Suits /MS Word/ Excel/ PowerPoint Outlook/ MS Teams, Skype, Zoom.
- Maintains strict confidentiality.
- Excellent Listening and Communication skills – verbal and written.
- Excellent time-management and organizational skills.
- Excellent typing skills.
- Meticulous attention to detail.
- Proficiency in English – verbal and written.
- People /interpersonal Skills.
- Valid driver’s license.
DESIRED
- Legal secretarial qualification or legal qualification.
SUMMARY OF DUTIES:
- Must maintain confidentiality
- Must be able to work independently and under pressure.
- Must be able to meet deadlines timeously
- Must be able to attend meetings and correctly record Minutes
- Manages the diary
- Sets up and maintains efficient electronic filing systems for contracts, invoice payments
- Type correspondence, reports and presentations including layout and formatting
- Sort records and re-directs incoming mail
- Organises meetings and provides Legal Advisor with relevant background information pertaining thereto.
- Follow up on meeting items that need actioning
- Distributes information, circulars, reports as directed
- Provide secretarial assistance to the Legal Department
- Provide telephonic support to staff i.e. screen and re-direct calls, take messages etc.
- Organise travel/ accommodation arrangements for the Legal Department
- Provides administrative support for legal Department
- Must be able to drive to collect/ receive and serve Legal notices, pleadings, Court papers as required
- As per the job profile or assigned by the Manager /Supervisor
Applications should include:
1. A fully completed prescribed application form which can be obtained from www.dut.ac.za (under the QUICK LINKS tab – @careers)
2. A detailed curriculum vita (explicitly stating experience or knowledge in the above mentioned fields)
3. Covering letter.
4. Certified copies of all academic records and certificates
5. Current contact information of referees
6. Please email applications to [email protected] and quote the post reference and post description in the subject line.
7. No manual applications will be accepted and incomplete applications will be disregarded.
8. Only applications made on our application for employment form would be considered.
9. Communication will be entered into with short-listed candidates only.
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Educational Requirement
- M+6 (M. Bibl/M.Tech) or equivalent library qualification
Experience
- Seven (7) years library experience, preferably in a higher education environment
- Minimum of three (3) years at middle management level.
Knowledge
- Understanding of didactic and pedagogic principle
- SAQA and NQF
- Current labour legislation
- Administrative Justice Act
- Copyright legislation
- Access to Information Act
- Relevant library computer management system
- Word-processing, spreadsheets and a library programme
Special Requirements
- Understanding of Higher Education environment
- Communication skills – verbal and written
- Ability to give presentations, deliver lectures and prepare motivations
- Administrative and planning skills
- Budget forecasting
- Understanding of new information technologies and their application in the library
- Project Management
Summary of Duties
- Contributes to the research, design and evaluation of library policies, procedures and systems as requested by the Director: Library, on an ongoing basis in line with relevant legislation, national standards and international best practice.
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Implements Library policies, procedures and systems for the library with specific focus on:
- Organisation and Implementation of effective Library Service
- Co-ordinates plans for the department
- Assists the Director with short/ med/ long term planning and assists sections to formulate and implement goals
- Manages admin and functioning of designated units/ sections
- Development of Library Programmes, strategies and plans
- Management of functions – one designated area for each Manager as directed.
- Information Services Management
- Collection Development Management
- Materials Access (Circulation) Management
- Postgraduate support services
- Performance management system
- Customer Care.
Manages relationships with, and regularly assesses needs and views of core customers in the DUT/Library to:
Improve the quality and effectiveness of services specifically as follows:
- Plans for customer care, public relations, and marketing
- Ensures qualitative delivery (resources, systems, and services) to meet users’ needs
- Provides recommendations and offers support Library Directorate when required
- Liaises and co-operates with section heads and co-ordinators to organise/ co-ordinate library activities.
- Liaises with other Departments for e.g. HR, Finance
- Liaises externally for e.g. with other Libraries and Vendors.
Oversees relationships between team members and customers.
Sets objectives and clarifies roles for team members/ reporting staff in line with policies and procedures of Library Function.
Ensures changes in policies and procedures are communicated to staff.
Manages performance of team members against agreed targets and makes appropriate interventions for development.
Identifies skills development requirements for team members and ensures appropriate training.
Manages HR functions for e.g. recruitment and formal discipline.
Ensures own personal and professional self- development e.g. attends relevant courses/ workshops/ seminars Captures, collates and submits information/ statistics as required by Director.
Prepares co -ordinates and submits quarterly reports from the Section e.g. describes activities/ challenges/ solutions of section.
Budgets for and manages all relevant internal and external resources for the Section to achieve agreed objectives with maximum efficiency.
Co-ordinates, prepares and motivates/ makes recommendations for annual budget and submits to Director.
Monitors and controls expenditure according to allocated budget.
Implements income generating opportunities for the Library.
Represents the Library Function internally / externally as directed by Director.
Internal Representation includes Library Management Committee; Library Committee.
External Representation includes SANLIC, CHELSA.
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