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Secretary to the Executive Director , Institutional Planning

Job Summary
Reference Number: 2020/02/IP01
Grade 09

The primary purpose of this role is to provide high level secretarial and administrative support to the Executive Director: Institutional Planning and to oversee the smooth running of daily operations in the office of the Executive Director: Institutional Planning.

The incumbent is required to ensure that risk registers of all departments in the University are developed and aligned to the University Comprehensive Risk Register.

KEY ACTIVITIES

Administrative and Secretarial Support to Executive Director:

  • Schedule and diarise meetings for the Executive Director and confirm appointments with the relevant stakeholders.
  • Keep the diary of Executive Director up to date.
  • Screen incoming calls and forward messages to the Executive Director.
  • Act as first point of contact in the executives office for both internal and external stakeholders.
  • Meet and greet visitors, screen and re-direct visitors as and when required.
  • Respond promptly to all enquiries directed to the office of the Executive Director, assess the nature of enquiries, and where appropriate, draft a response for the Executive Director’s approval and signature.
  • Receive invitations for functions for the attention of the Executive Director, confirm availability or submit apologies for non-attendance; complete registration forms where applicable and coordinate the travel arrangements and payment for function attendance.
  • Coordinate all travel arrangements inclusive of flights, accommodation, parking and car hire.
  • Coordinate meeting arrangements by securing the venue, arranging catering and refreshments as per dietary requirements and ensuring the correct equipment is made available (projectors, notepads, pens, etc.).
  • Prepare and distribute agendas and information packs for meetings to the required stakeholders.
  • Carry out research as and when directed by the Executive Director. 
  • Type up letters as directed by the Executive Director and assist in the preparation of presentations.
  • Attend to any personal requests as directed by the Executive Director e.g. car license renewals etc.
  • Take minutes at staff / departmental meetings and distribute to all staff attendees.
  • Place orders for stationery, furniture, refreshments and office equipment.
  • Coordinate stationery requirements for the department.
  • Keep the relevant staff up to date with changes in the department.
  • Report maintenance issues to relevant department.
  • Manage the Executive’s office in his absence.

Document Management:

  • Maintain an up-to-date filing system in hard and electronic format.
  • Photocopy, print and scan documentation as directed.
  • Arrange for courier services for documentation.
  • Coordinate monthly reporting for the office of the Executive Director.
  • Follow up with the Executive Director  on the timeous submission of reports for Committees.
  • Coordinate incoming and outgoing mail, maintain accurate records and distribute for the attention of the relevant parties.
  • Ensure safe keeping of correspondence and confidential documents.

Expenditure Administration:

  • Monitor office expenditure in accordance with approved budget allocation.
  • Assist the Executive Director  to monitor the section budget and the correct utilisation of accounts and entities.
  • Coordinate the processing of subsistence and travel claims for the Executive Director; complete claim forms and calculate travel expenses; follow up on payment of claims and maintain a record of claims.
  • Control Petty Cash, balance the cashbook and request for a cheque.
  • Prepare requisitions for stationery, computer equipment, computer software and furniture as per available budget .
  • Monitor budget when flight reservations, hotel and car reservations are requested by the Executive Director  as per the approved budget.

MINIMUM REQUIREMENTS

  • Diploma in Secretarial / Office Administration.
  • Minimum (Four) 4 years' experience providing secretarial and administrative support at a senior management level.

    OTHER REQUIREMENTS

    Knowledge

    • MS Office Suite (Word, Excel and Power Point)
    • Basic Financial Principles

    Skills
    • Communication (verbal and written)
    • Interpersonal
    • Administrative
    • English Proficiency
    • Planning & Organising
    • Time Management

    Behaviour / Attributes
    • Attention to Detail
    • Organised
    • Work Under Pressure
    • Independent
    • Confidential
    • Multi-tasking
    • Professional
    • Reliable

    CLOSING DATE: 23 February 2020

    The University reserves the right not to make an appointment in the position or level as advertised.

    To apply please log on to PNET (www.pnet.co.za) and submit your application. The University will not accept any applications directly or through any other means.

    Please note in terms of the Universities recruitment policy preference will be given to South African citizens. UNIZULU is committed to employment equity and equal opportunity. Communication will only be entered into with shortlisted candidates.

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