Administrative Assistant (Business Development Office) at University of the Western Cape/Universiteit van Wes-Kaapland

Role Clarification & Key Performance Areas

The role requires an individual who possess good interpersonal skills, highly organized, enjoy working with people and have a competent, professional manner in dealing with customers face-to-face, and possess a clear understanding of the important aspects of customer service. Reporting to the Director, Business Development the functions include:

• Work closely and provide administrative support to the Business Development Office Director in maintaining office record management system, diary screening and designing of official templates as part of office stationery.
• Welcome visitors to the University and maintain the reception area to ensure that a good initial and professional impression is given.
• Manage the Switchboard by screening calls, transferring all incoming calls to the appropriate official.
• Manage mail delivery, packages and courier delivery for the various departments.
• Act as a first line liaison between the Business Development Office, University Stakeholders, Students, Community Entrepreneurs and external stakeholders.
• Resolve internal and external Customer queries or refer them to relevant officials.
• Manage Boardroom bookings and ensure set up is complete with catering and print materials prior to meetings.
• Monitor and Replenish office and refreshment supplies, including stationery and any other items required to ensure that the office functions optimally.
• Compile Requisition orders, quotes from suppliers on Infor LN financial system and follow up on the delivery of goods.
• Work closely with the Finance Department by submitting vendor and, or relevant Financial Intelligence Centre Act (FICA) documents.
• Assist with event planning for Business Development, meetings, training, travel bookings, luncheons, and employee team building activities or special projects as and when required.
• Log all Maintenance issues and arrange access to service providers for planned maintenance e.g. fumigation, sanitation, infrastructure, and electrical or other.
• Aid with student Venue enquiries, bookings, time tabling changes for student events on the student’s administration system (SASI).

Minimum Requirements

• Grade 12/Matric (senior certificate)
• 2 years working experience in a similar environment 
• Preferably with a certificate in Front Office Management / Administration or equivalent  
• Basic computer and administrative knowledge
• Work within a team as well as independently
• Be able to work with people (Campus wide)
• Must be able to work under pressure and be reliable

Closing Date

7/6/2023