Officer (P10): Administration

3 weeks ago


Kimberley BC, Canada Sol Plaatje University Full time

Purpose
The main purpose of this position is to proactively provide efficient and effective administrative and secretarial support to the Department/Section.

Minimum Requirements
  • Relevant Diploma
  • 5 to 6 years related experience
  • Computer literate (MS Office)
  • Experience with ERP financial Systems
Recommendations
  • Experience in the Higher Education vertical will be advantageous.
  • ICT Customer Service experience is desired

    Duties and responsibilities

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 PowerPoint 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
Database Administration
  • Collate and compile information for inputting on the Database system
  • Check data for accuracy
  • Update data and database regularly.
Telephone Coverage
Answer the school/department/ section’s telephone and route calls accordingly
Screen all calls for the Director/ Head of Department/Section
Take messages
Respond to voicemail messages
Manage diary of the Director/ Head of Department/Section
Set up meetings and venues via the electronic diary
Assist at the front office / reception as required
Manage front office calls as required
Processing and monitoring purchases

Ordering stationary
  • Maintaining stock required for the 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
  • 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
  • Co-ordinate liaison between schools/departments/sections
  • Respond to student/staff/visitor queries
  • 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 spurecruit@spu.ac.za

Assumption of duties: As mutually agreed to upon acceptance of the appointment. The University reserves the right not to make an appointment.This position may be subjected to assessments.

Women and people with disabilities are encouraged to apply.

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

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