Sol Plaatje University is one of Africa’s youngest and most exciting institutions of Higher Education – a University that is committed to providing high quality learning, teaching, and research and community engagement opportunities to its students and staff. Based in Kimberley in the Northern Cape, our University is ambitious about its intellectual contributions to and engagements with people in the region and beyond. The purpose of this position is to proactively provide comprehensive secretarial and administrative assistance to the Vice Chancellor and to ensure the efficient running of the Office.
• Relevant Degree or Diploma (Secretarial and Office Management and Administration) • At least 10 years related experience • Computer literate and the ability to use Microsoft Suite of packages
Correspondence Handling • Processing all incoming emails, letters and other correspondence • Keep records of all correspondence • Prepare responses to correspondence containing routine enquiries • Read and analyse incoming memos, submissions and reports to determine their significance and plan their distribution • Write business correspondence Meeting Administration • Plan, co-ordinate and schedule executive and other meetings and functions • Prepare meeting agendas and distribute • Take and transcribe minutes when required and distribute to meeting attendees • Schedule and contract meeting facilities and refreshments • Arrange teleconferences Telephone Coverage • Managing all incoming calls to the Executive • Screen all calls • Take messages • Respond to voicemail messages Diary Management • Manage and maintain the Executive’s diary in terms of scheduling appointments, time management and keeping it up to date • Set up meetings and venues via the electronic diary General Administration • Make travel and accommodation arrangements for the executive • Maintain office equipment • Make relevant documents available for scheduled meetings • Develop and maintain a document management/filing system • Archive documents • Compile data and prepare documents for consideration and presentation by Executive Management • Photocopying and collating official documents • Answer queries and complaints for internal and external visitors • Greet and screen visitors and determine whether they should be given access to specific individuals • Processing accounts related to office equipment usage • Place orders for office consumables • Monitor budgetary transactions • Manage expenses against office budget • Report on expenditure to the VC • Monitoring and updating the asset register • Monitor, maintain and order office consumables.
