Management Assistant A - Department of Library Services at University of Pretoria/Universiteit van Pretoria

UP Professional and Support

DEPARTMENT OF LIBRARY SERVICES

MANAGEMENT ASSISTANT A

PEROMNES POST LEVEL 10

• In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy.
• The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.

Key Responsibilities

The incumbent will be responsible for:

• Assisting and supporting Deputy Directors with their work as needed;
• Managing work and diary schedules of Deputy Directors;
• Answering and managing phone calls;
• Organising meetings and appointments;
• Collating documentation, record, type and distribute minutes of meetings;
• Handling all travel arrangements for national and international conferences;
• Arranging access and parking for visitors as and when required;
• Handling arrangements for venues, catering for meetings or functions and other ad hoc event planning tasks;
• Assisting with marketing projects, events and functions;
• Replenishing of stationery;
• Scheduling and coordination of internal and external engagements;
• Handling internal and external communication;
• General office management and coordination;
• Document management, e-filling and record-keeping; and
• Managing ad hoc projects etc.

Minimum Requirements

• Secretarial Diploma;
• Two years’ work experience as an assistant at Senior Management level;
• Experience in an academic or library environment.
• Attributes)

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL

• Advanced Proficiency in minute taking;
• Computer literacy in the Windows environment and the Internet;
• Clear, friendly and professional communication skills;
• Knowledge in e-filing and records management;
• Excellent typing skills and attention to detail;
• Drafts, revises, and edits written documents, and collects and analyses information;
• Excellent English (written and spoken);
• The ability to cope with pressure, deadlines and multitasking;
• Knowledge in electronic diary and mail management;
• Ability to make travel and accommodation arrangements;
• Efficient time-management skills;
• Self-motivated, Initiative and drive;
• Organisational abilities;
• A personable phone manner;
• Confidentiality, integrity and honesty;
• A flair for championing a team ethic;
• Professionalism;
• Project management skills;
• Excellent judgement.

PLEASE NOTE:

• All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.
• The annual remuneration package will be commensurate with the incumbent’s level of appointment, as determined by UP policy guidelines. UP subscribes to the BESTMED and UMVUZO medical aid schemes and contributes 50% of the applicable monthly premium.
• Applicants are requested to apply online at www.up.ac.za, and follow the link: Careers@UP.

In Applying For This Post, Please Attach

• A comprehensive CV;
• Certified copies of qualifications;
• Names, e-mail addresses and telephone details of three referees whom we have permission to contact.