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Administrative Officer and Personal Assistant vacancy at UCT

Administrative Officer and Personal Assistant vacancy at UCT

DEADLINE: 06 January 2025

The Faculty of Health Sciences at UCT is looking for an experienced administrative officer to support the Dean, on a permanent appointment. The main purpose of this position is executive support to the Dean and responsibility for client friendly, efficient and effective operational service-delivery. The incumbent of this post will be a member of the Dean’s Management team and will contribute to the effective delivery of the Deanery’s mandate, together with proactively providing executive, secretarial and administrative assistance to the Dean.

Requirements include:

  1. Secretarial or Office Management Diploma/ 3-year degree or diploma (NQF 6) in a relevant field or a with a relevant diploma and/ or qualification
  2. Minimum of 5 years’ relevant executive assistance and office management experience
  3. Demonstrated track record in project management.
  4. Excellent professional and interpersonal skills that demonstrate a maturity for working with academics, students, external stakeholders and administrative/professional/support staff.
  5. Effective time-management skills and the ability to organize, prioritize and multi-task within a high-pressure environment
  6. Advanced computer literacy especially in MS-Office, Teams, including spreadsheets and database implementation.
  7. Experience in working effectively under pressure within a team and independently.
  8. Excellent English oral and written communication skills, including the ability to service high-level committees and meetings.
  9. Personable demeanor and capacity to enhance effective client relationship.

Advantages include:

  • Relevant experience as an executive assistant within a higher education environment

Responsibilities include:

  1. Executive assistance to the Dean (e.g., correspondence handling, committee administration, telephone coverage, diary management, general administration, personal secretarial support)
  2. Stakeholder liaison (development and maintenance of intra and inter Faculty and University relationships, in addition to external stakeholders)
  3. Extensive diary management with high levels of complexity and frequent changes
  4. Financial administration (Administration of P-Card, Dean’s Funds, Budgets, journals, and related DOA)
  5. Preparing finance forms (e.g. journals, reimbursements, and related supporting documents) for approval and submission to relevant finance section.
  6. Events Co-ordination (Manage all logistical aspects related to the Deans meetings, workshops or seminars.)
  7. Development and coordination, communication, and administrative processes and systems
  8. Decision making support
  9. Dean approvals coordination
  10. HR Administration
  11. Coordinate regular staff training activities and provide orientation /induction of new staff.
  12. Facilitate national and international travel arrangements.
  13. Work effectively in a team within the Deanery

The annual cost of employment, including benefits, is between R415 430 and R488 741.

Also Check: South Africa Schneider Electric Undergraduate Bursary Program 2025 for STEM Students

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