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Sefako Makgatho Health Sciences University (SMU) was established when the Minister of Higher Education and Training, Dr Blade Nzimande in terms of section 20 of the Higher Education Act 1997 (Act 101 of 1997), promulgated the Sefako Makgatho Health Sciences University (SMU) in the SA Government Gazette no: 37658 of 16 May 2014.
The promulgation followed t...
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The University is looking for a dynamic and energetic individual who will perform the day-to- day activities required for the smooth running of the Department of Prosthodontics through the provision of proactive secretarial and administrative services. He /She will perform various duties such as receptionist, diary management, filling, directing student queries to the relevant department structures, organizing departmental meetings, taking minutes, liaising with service providers, ordering of equipment, administering petty cash, logistical arrangement and other administrative duties. The incumbent reports to the HOD: Prosthodontics, and must furthermore meet the requirements and competencies and be responsible for the key performance areas listed below:
REQUIREMENTS
- Matric/Grade 12 with a three (3) year Secretarial or Office Administration qualification
- At least three (3) years of Secretarial orrelatedexperience
- Experience in compiling agendas, recording minutes and action lists to monitor and ensure followup of actions
- Relevant experience in the higher education environment within an academic department dealing with academic programmes administration, student records and procurement administration will be an added advantage
- Computer literate (Word-processing, PowerPoint, Excel, Internet & Email and E-learning Systems)
- Ability to navigate online platforms such as Blackboard Collaborate, Zoom and MicrosoftTeams
COMPETENCIES
- Technical/professional knowledge and skill
- Good communication and interpersonal skills
- Good writing and presentation skills
- Ability to maintain strict confidentiality
- Client service orientation
- Meticulous attention to detail
- Ability to work under pressure
- Problem-solving Skills
- Professional and ethical standards, personal impact, stature, and credibility
- A team player
KEY PERFORMANCE AREAS
- Provide administrative support to the department
- Financial Administration of the office (budget tracking, stationery orders, etc.)
- Planning and organizing departmental meetings
- Assist Module Coordinator and lecturers with venue logistics for academic activities
- Typing all correspondence and reports (monthly, quarterly, yearly), including test/exam papers and timetables, as well as PowerPoint slides for lectures and conferences
- Manage the procurement of items necessary for the effective running of the academic and service duties of the department
- Taking minutes in staff meetings, including typing out agenda and any logistical arrangementsrequired for the efficiency of the meeting
- Handling all incoming mail and other materials, including coordinating the maintenance of office equipment
- Maintain a secure system for storing/filling and retrieving information
- Administration of leave forms and transport claims in the Department
- Recording and entering student marks on the ITS system
- Maintain stock levels of hard copy course information and material, including the formatting and updating of online course brochures, etc.
- Assist in the front office/reception as required and manage front office calls, etc.
- Contribute to the overall development of SMU and actively promote institutional culture
- Any other duties assigned by the HOD/ Line Manager
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The University is looking for energetic individuals who will be responsible for coordinating and administering sports activities to contribute towards intellectual, physical, social, and leadership development of students. The incumbent will further actively participate in sports-related community development projects and assist in organizing sponsorships for individual athletes and sports clubs. He/She reports to Head: Sports and must meet the following requirements, competencies and be responsible for the following key performance areas and competencies below.
REQUIREMENTS
- Degree/Diploma in Sport Science / Sport Management or equivalent
- At least three (3) years related experience
- Experience with a background in sports administration or coordinating sports at an institution of higher learning will be an added advantage
- Valid drivers’ license
- Must be computer literate: MS Word, Excel, PowerPoint, Access/Database, Internet, e-mail
COMPETENCIES
- Technical/ professional knowledge and skill
- Good writing and presentation skills
- Building interpersonal relationships
- Organisational and time management skills
- Results focused
- Quality orientation
- Student / client focus
- Confidentiality, tact and discretion when dealing with student information
- Safety awareness
- Report writing
- Coaching
- Stress tolerance
KEY PERFORMANCE AREAS
- Plan annual campus sports events, initiatives and programmes
- Facilitate student participation in sporting events, initiatives and programmes
- Coordinate usage of sporting facilities
- Provide inputs to the procurement of sporting equipment
- Liaise with relevant functions regarding sporting events
- Maintain sports development activities database as well as the club membership database
- Draft reports on student participation, club membership numbers including the compilation of reports for on and off campus sporting events
- Arrange for information sessions on first aid and emergencies
- Attend safety meetings and participate in SHE events, such as fire drills
- Maintain a neat work environment to minimise safety hazards
- Monitor signage and conduct spot checks of physical environment for safety hazards
- Drive organisation's vehicles with license and with due care
- Drafts sporting news for annual Student publication
- Contribute to the overall development of SMU, and actively improve institutional culture
- Perform any other duties assigned by the line manager
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The department is looking for an energetic person who will be responsible for administrative and secretarial services of the Department. He/She will be reporting to the Director:Built Environment, and must meet the requirements and be responsible for the following competencies and key performance areas below:
REQUIREMENTS
- Three (3) year Secretarial or Office Administration qualification
- Three (3) years’ experience as secretary
- Experience in compiling agendas, recording minutes and action lists to monitor and ensure follow-up of actions
- Sound working knowledge and experience of Ms Word, Ms Excel and MS PowerPoint and Internet
- Ability to navigate online platforms such as Blackboard, Zoom and Microsoft Teams
COMPETENCIES
- Technical/professional knowledge and skill
- Organizational and time management skills
- Results and quality orientation
- Written and oral communication skills
- Ability to work independently and as a team member
- Confidentiality, tact, and discretion when dealing with student information
- Good writing, communication, and presentation skills
- Good interpersonal skills
- Problem solving skills
- Client service orientation
- Good telephone etiquette and human relations skills
KEY PERFORMANCE AREAS
- Secretarial support to the Director
- Financial administration of the office (budget tracking, stationery orders, etc.)
- Planning and organizing departmental meetings
- Set up venues for events including meetings, workshops, trainings etc.
- Manage the procurement of items necessary for the effective running of the Director’s office
- Typing all correspondence and reports (monthly, quarterly, yearly)
- Handling all incoming mail and other materials
- Maintain a secure system for storing/filling and retrieving information
- Administration of transport claims in the Department
- Act as a client/student liaison
- Submission of documents to relevant SMU stakeholders
- Contribute to the overall objectives of SMU and actively improve institutional culture
- Perform any other duties as assigned by the Director
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About the Job
The incumbent will be responsible for participating in the planning of a calendar of institutional events and institution’s convocation events, maintains communication with members of the Convocation, coordinating and administering scheduled meetings, preparing and administrating scheduled elections, executes governance committee secretariat duties, performs records and information management duties.
He/She will execute planned and approved projects, processes payments relating to convocation events and effectively providing support to the department in pursuit of its strategic and operational goals and objectives. The successful incumbent will report to the Director: Communications and Marketing and must meet the requirements, competencies and be responsible for the following key performance areas below.
REQUIREMENTS
- Diploma/Degree in Marketing Management / Communications
- Three (3) years’ relevant experience in a tertiary environment
- Demonstration of innovation in the discipline will be an added advantage
- Evidence of participation in community project or community related activities
- Proven ability to navigate online platforms such as Blackboard Collaborate, Zoom and Microsoft Teams with requisite proficiency
- Computer literacy, with a sound knowledge of MS Word, MS Excel and Internet
COMPETENCIES
- Technical/Professional knowledge and skill
- Relationship Management
- Communication
- Group Facilitation
- Decision Making
- Work Management
- Public Speaking
- Reporting
- Networking
- Coaching
- Selling
- Contract Compliance
- Stress Management
- Providing Feedback
- Stakeholder Liaison
- Customer Orientation
KEY PERFORMANCE AREAS
- Coordinates and participates in the institution’s Convocation events
- Participating in the planning of a calendar of institutional events
- Preparing for and administrating the annual general meeting of the Convocation
- Preparing and administrating elections
- Arranging and administrating special general meetings of the Convocation
- Assisting with the preparation of the Annual Calendar of meetings for Statutory Bodies and Principal committees
- Collaborates with the Governance and Records function in the Registrar’s Office regarding Committee meeting standards, legislation and requirements
- Facilitating for agenda items prior to meetings and compiling a draft agenda with items received
- Co-ordinating logistical arrangements for meetings (venue, catering, equipment & table documents)
- Distributing the agenda, minutes of previous meeting and supporting documents to members
- Attending meetings and drafting minutes according to the standards
- Preparing action list after the meeting and communicating the required actions to those responsible for implementation
- Provided administrative assistance for Convocation representatives of the Council
- Updating and maintaining lists and databases of members
- Arranging for the update of websites and other media
- Disseminating information on the Convocation, projects, elections, and alumni
- Maintains a Convocation database of statutory documents, strategic and operational plans, meeting documents, resolutions etc.
- Maintaining Committee membership and distribution lists on the institution’s approved technology platform
- Maintaining the Committee terms of reference on the institution’s approved technology platform
- Identifying and source replacements for vacancies
- Drafting amendments to Committee Charters and membership
- Maintaining Committee records by providing copies to approved recipients and archiving Committee documentation
- Assisting with the ceremonial aspects of Graduation Ceremonies
- Resolves simple queries/questions by members of Committees
- Executes planned and approved projects
- Coordinates with Finance function for the payment of service providers
- Remains abreast with SHE policy and procedures
- Contribute to the overall development of SMU, and actively promote institutional culture
- Any other duties assigned by the Line Manager
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Job Summary
The incumbent will be responsible for coordinating the formation of alumni committees, events and reunions, researching possible venues for events and reunions. He/She will also administrate fundraising documentation, maintains and updates alumni information on database, maintains alumni website content, coordinates with finance function for the payment of service providers, executes planned and approved projects, monitoring budget, drafts project evaluation reports and effectively providing support to the department in pursuit of its strategic and operational goals and objectives. The successful incumbent will report to the Director: Communications and Marketing and must meet the requirements, competencies and be responsible for the following key performance areas below.
REQUIREMENTS
- Diploma/Degree in Marketing Management / Communications
- Three (3) years’ relevant experience in a tertiary environment
- Demonstration of innovation in the discipline will be an added advantage
- Evidence of participation in community project or community related activities
- Proven ability to navigate online platforms such as Blackboard Collaborate, Zoom and Microsoft Teams with requisite proficiency
- Computer literacy, with a sound knowledge of MS Word, MS Excel, Internet and competency of ITS
COMPETENCIES
- Technical/Professional knowledge and skill
- Relationship Management
- Communication
- Group Facilitation
- Decision Making
- Work Management
- Public Speaking
- Reporting
- Networking
- Coaching
- Selling
- Contract Compliance
- Stress Management
- Providing Feedback
- Stakeholder Liaison
- Customer Orientation
KEY PERFORMANCE AREAS
- Coordinates the formation of alumni committees
- Coordinates alumni events and reunions
- Compiling fundraising forms for distribution during reunions
- Reconciling collected funds with relevant documentation
- Handing over funds and documentation to Finance Department
- Identifying key alumni members for Committee positions
- Coordinating Committee meetings
- Maintains and updates alumni information on database
- Provides feedback to stakeholders regarding alumni events
- Maintains alumni website content
- Provides input into department operational budget regarding alumni events and monitors adherence to departmental budget
- Drafting content for reunion material and compiling reunion booklets/packs
- Researching possible venues for events and reunions
- Sourcing approved service providers e.g. caterers, photographers, etc.
- Provides members with correct banking details
- Liaising with Finance function to confirm payments have been paid to correct entity
- Coordinates with Finance function for the payment of service providers
- Executes planned and approved projects
- Coordinating communication with all stakeholders
- Preparing meeting documents and/or packs and distributing to members
- Updating meeting documents and maintaining filing records
- Addresses alumni queries and escalates complex queries to leadership
- Remains abreast with SHE policy and procedures
- Contribute to the overall development of SMU, and actively promote institutional culture
- Any other duties assigned by the Line Manager
Method of Application
Typed applications (quoting the reference number) which should contain a comprehensive curriculum vitae, certified copies of all qualifications and contact details of three referees, should be forwarded, for the attention of Ms BG Mbanjwa, to the Human Resources Department, P.O Box 68, Medunsa, 0204 or e-mail applications in MS Word and PDF format, to [email protected]
The applications may also be posted OR hand delivered to (place in the application box):
Human Resources Department, 5th Floor, Clinical Pathology building, Sefako Makgatho
Health Sciences University, Molotlegi Street, Garankuwa, OR Human Resources
Department, P. O. Box 68, MEDUNSA, 0204.
It is the applicant’s responsibility to have foreign qualifications evaluated by the South African Qualification Authority (SAQA). Failure to submit the requested documents/information will result in your application not being considered.
Telephonic enquiries regarding conditions of service: (012) 521-3071
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