Minimum Requirements


Grade 12
1-2 years of relevant experience.
Computer literate (MS Office package -Word, Excel, PowerPoint, Teams, Outlook).


Recommendations

It will be an added advantage to candidates who have 1-2 years of experience in: 


Academic administration for undergraduate and postgraduate programmes, including academic advising. 
Experience with progress tracking of postgraduate students. 
Meeting the administration of committees.
Show a working understanding of quality assurance and assessment, and moderate processes.


Duties and Responsibilities

General administration


Provide administrative support to staff members through maintaining a filing system.
Sending and receiving emails.
Updating databases / data capturing.
Answering and screening telephone calls and taking messages.
Perform internet search to access relevant information.
Making travel arrangements.
Receiving visitors.
Typing correspondence and documentation.


Meeting Administration


Assist with arrangements and minutes of meetings as required.


Front Office Assistance


Managing the front office / reception.
Manage front office calls.


Financial Administration


Processing and monitoring purchases.
Ordering stationery & maintaining stock required for the Faculty.
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 procedures.
Clearing unpaid PO’s monthly.
Maintain and reconcile vendor accounts.


Asset Administration


Ensure that all new and existing assets are appropriately recorded, registered, insured, and maintained.
Record Asset Stock Count checks every three months.
Match up purchase order number, asset number and serial number.


Conference / Event Organising


Assist with all logistical aspects related to all events including workshops, meetings, conferences, seminars.
Assist with co-ordination of site visits by sponsors and auditors.
Ensure that all necessary documentation relating to SPU travel has been completed and submitted.
Arrange logistical requirements for all site meetings.


Client/Student Liaison


Co-ordinate liaison between faculty’s/departments/sections.
Respond to student/staff/visitor queries.


Examinations


Manage appointments and payment of external moderators
Liaise with external examiners for returning external exam papers and marks


Monitoring, Evaluation, and Reporting


Monitor, maintain, and order office consumables.
Monitor maintenance of office equipment.


Ad hoc duties


Assist where needed arises within the Section/ Department or the Faculty