Purpose
The main purpose of this position is to provide efficient and effective secretarial and communication support to the Office of the Dean. 

Minimum Requirements 

• Relevant Diploma.
• 2-3 years of relevant experience in student support and development.
• Computer literate.
  

Recommendation

• Degree or NQF Level 7.
  

Duties and Responsibilities 

General and Office Administration

• Correspondence Handling.
• Typing.
• Meeting Administration.
• General administration.
  Data Administration.
• Email/Telephone Coverage.

Student Affairs Communication

• Draft annual Dean of Student Handbook.
• Update Student Affairs social media webpage.
• Do write-up for DSA of SPU website.
• Update Social Media Page.
• Coordinate student affairs inquiries send to Student Affairs mailbox.
• Circulate communication/news updates/reminders via student affairs mailbox.
  

Diary Management

• Handle the manager’s diary.
• Set up meetings and venues via the electronic diary.

Front Office Assistance

• Assist at the front office / reception as required.
• Manage front office calls as required.

Purchase Orders and Procurement

• Processing and monitoring purchases.
• Ordering stationary.
• Maintaining stock required for the School/Department.
• Implement and maintain a relevant document management system in relation to the procurement function.
• Receive purchase order requests from relevant parties.
• Ensure that all PO requests are signed off by the designated signatories and obtain approval.
• Matching up of PO request and original PO from ITS.
• Communicate with all vendors regarding outstanding deliveries and payment procedure.
• Clearing unpaid PO’s monthly.

Financial Administration

• Maintain and reconcile vendor accounts.
• Liaise with creditors regarding queries.
• Follow up on invoices for payment.
• Submit purchase orders for payment to the required office.
• Process /authorize requisitions for other DSA departments.

Client/Student Liaison

• Co-ordinate liaison between DSA sections.
• Respond to student/staff/visitor queries.
• Liaise with external stakeholders.

Monitoring, Evaluation, and Reporting

• Consolidate reports for Institutional Forum.
• Provide monthly statistics of students’ study cancellation.
• Provide monthly statistics on student inquiries received.
• Monitoring and updating the asset register.
• Monitor, maintain, and order office consumables.
• Monitor the level of tidiness of meeting rooms, notice boards, etc.
• Monitor the Maintenance Department and Cleaners to keep areas tidy.

Enquiries can be made via email at [email protected]

Assumption of duties: As mutually agreed to upon acceptance of the appointment. The University reserves the right not to make an appointment.

Women and people with disabilities are encouraged to apply.

Note: Sol Plaatje University (SPU) is dedicated to meeting its Employment Equity targets.