Purpose 

The main purpose of this position is to proactively provide efficient and effective administrative and secretarial support to the Centre for Teaching, Learning and Programme Development.

Minimum requirements

• Relevant Diploma (NQF 7)
• 3 to 4 years relevant experience in administrative support in a comparable department, division or academic structure.

Recommendation requirements

• Computer literate.
• Financial background and or knowledge of budgeting or managing budgets in a comparable department, division or structure.

Duties and Responsibilities

General and office administration

• Correspondence Handling: Receive all incoming emails and letters: own/school/department/ section
• Keep records of all correspondence
• Typing: Type correspondence, memoranda, agendas and letters generated by the School/Department Preparation of power point slides where required.
• Meeting Administration: Compile and circulate dates of monthly staff meetings · Co-ordinate meetings/functions.
• Type meeting agendas and distribute.
• Take minutes, type and distribute to meeting attendees.
• General Administration: Coordinate maintenance of office equipment.
• Maintaining a logical, methodical filing system that is accessible.
• Do photocopying for the school/ department/section.
• Make travel arrangements for staff.
• Co-ordinate and set up meetings for student support.
• Prepare promotional material.
• Maintain stock levels of hard copy course information and material
• Telephone Coverage: Answer the school/department/ section’s telephone and route calls accordingly.
• Screen all calls for the Director/ Head of Department/Section.
• Database Administration
• Collate and compile information for inputting on the Database system.
• Check data for accuracy.
• Update data and database regularly

Diary management

• Manage diaries of office staff · 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 Department.
• 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.

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.

Client/student liaison

• Co-ordinate liaison between schools/departments/sections.
• Respond to student/staff/visitor queries.

Monitoring, evaluation and reporting

• 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 target