Secretary to the Assistant Dean, Faculty of Education (Wellington Campus), Internal Only - (6773) at Cape Peninsula University of Technology

Job Purpose

• The objective is to fill the position of Secretary to the Assistant Dean (Faculty of Education) on the Wellington campus.

Job Knowledge, Skills and Experience

• Matric (Grade 12)
• Three (3) years relevant experience in a Higher Education environment
• A minimum of two (2) years office management and/or relate administrative experience
• Excellent knowledge of Microsoft Office Suite (Excel; Word; Power Point)
• Sound Knowledge of ITS

Recommendations:

• A National Diploma in Office Management Technology or an equivalent related qualification

Key Performance Areas / Principal Accountabilities

• Office management and administrative duties required for the successful functioning of an executive manager’s office
• Establishing and maintaining an effective Executive information and filing system
• Prioritizing incoming mail, calls and messages and responding appropriately
• Screen, process and action all correspondence including preparation of routine or draft requests and/or responses on behalf of the Assistant Dean physically and electronically.
• Database and record administration
• Provision of broad based administrative support to an executive manager’s office
• Tracking system for submission due dates and deadlines and ensure timeous reminders.
• Responsibility for general secretarial and office administration duties
• Management of stakeholder relationships (both in person and telephonically) and presentation of a professional and helpful image to both internal and external stakeholders
• Minute taking, typing and transcription, including agenda preparation.
• Preparing of documentation for submission to internal and external meetings and stakeholders
• Responsibility for coordinating national and international travel arrangements, in accordance with University and Divisional policies
• Responsibility for diary management and related personal assistant activities
• Transactional responsibility, loading of the Dean’s budget and procurement from Dean’s office cost centres
• Perform other ad functions as may be assigned by the Assistant Dean

Competencies

• Language proficiency: English
• Sound inter-personal skills and of pleasant disposition (A team player)
• Excellent customer relations skills (Customer focused/centred philosophy)
• Good organizational ability. Ability to work under pressure
• Competent in Microsoft Office Suite (inclusive of Power Point)
• Multitasking and attention to detail
• Applied knowledge of ITS
• Office and diary management
• Time management
• Good organizational, coordination and planning skills with accuracy and attention to detail

Closing Date: 21 July 2023