Departmental Administrator B (20 hours per week), Department of Family Medicine, School of Medicine, Faculty of Health Sciences at University of Pretoria/Universiteit van Pretoria

Responsibilities

• Provide a complete administrative and secretarial support to the Head of Clinical Unit and academic staff;
• Coordination and Administration of Undergraduate and Postgraduate activities:
• Processing and capturing of marks and correspondence with students;
• Assisting students with Kalafong Provincial Tertiary Hospital and Pretoria West Hospital clinical rotations;
• Compile and manage the, tutorial schedules, and student rotation rosters to other hospitals;
• Compile and coordinate the annual examination programme, time tables, and clinical examinations; and processing of marks;
• monitor and review the academic programs, student rotations and examination rosters;
• liaise with a broad spectrum of stakeholders (prospective and registered students, interns, supervisors, external examiners, Invigilators, tertiary hospitals and other relevant stakeholders);
• Handling telephonic, electronic and written enquiries, and processing of correspondence;
• Capturing and maintaining of records in the department;
• Assist with preparation and distribution of Call Roster and Ward Allocation;
• Provide general office administration and financial administration support for the Department ;
• Handling of enquiries and other ad-hoc tasks in the department.

Minimum Requirements

An appropriate three-year Secretarial/Office Administration Diploma with 2 years’ experience in:

• Student administration and general office management in a clinical tertiary environment;
• financial administration relating to procurement processes;
• liaison with external stakeholders, including organisation of student rotations or examinations ;
• human resources administration relating to leave administration and assisting with recruitment processes. OR

Grade 12 with four years’ experience in:

• Student administration and general office management in a clinical tertiary environment;
• financial administration relating to procurement processes;
• liaison with external stakeholders, including organisation of student rotations or examinations;
• human resources administration relating to leave administration and assisting with recruitment processes.

Required Competencies (skills, Knowledge And Behavioural Attributes)

• Computer literacy with broad knowledge and experience in using MS Word, Excel, Gmail and the internet;
• Advanced typing skills;
• Strong communication and interpersonal skills;
• highly organised and a keen commitment to excellence;
• Strong commitment to excellence;
• Ability to work independently and participate effectively within a team;
• Ability to work under pressure and meet deadlines;

Added Advantages And Preferences

• knowledge of using PeopleSoft online administration system;
• Planning and managing events;
• Making travel arrangements;
• Driver’s licence.