Administrative Officer / Administratiewe Beampte needed: APPLY HERE

Administrative Officer / Administratiewe Beampte needed: APPLY HERE

The CSLS Office Administrator will be responsible for the following duties:

Office Management:

Managing the CSLS reception;
Managing all general enquiries (email and telephone) and directing it to the responsible staff members within the CSLS;
Managing office maintenance and office supplies;
Supervising cleaning services.
Administrative support:
Calendar Management and Meetings:
Managing the CSLS calendar (all portfolios) on SharePoint and within the broader DSAf calendar;
Assisting the CSLS managers with scheduling of meetings (venues, refreshments, parking, minutes, etc.) as required;
Assisting with guests (administrative support with programming, venue bookings, parking arrangements, etc.).
Interviews & Onboarding:
Administrative assistance with scheduling of interviews for new staff (including travel arrangements, panel meetings etc.);
Coordinating onboarding of all new CSLS staff and student coordinators (arranging for network access, email address, campus orientation, etc.).

Short Courses:

Providing administrative support for all short courses offered within the CSLS (registration, admittance, levying, etc.);
Liaising with SUNMedia for printing of short course certificates.
Travel arrangements:
Managing travel, accommodation, and conference bookings for all CSLS staff members.

Knowledge Management:

Coordinating the uploading of documents to SharePoint;
Filing as required.
Document Quality Control:
Providing administrative assistance with documents (reports invitations, proposals, presentations) as required.
Financial management:
With support of the CSLS Finance Officer, coordinating:
accurate processing of CSLS requisitions, invoices, etc.
payment of ad hoc temporary salaries;
purchasing and interdepartmental transfers;
payment of goods ordered and received.

Workshop & Event support:

Providing logistical support for all CSLS key events (e.g. Co-Curriculum workshops, Conferences and Summits, Short Course residency period, Rector’s Excellence Awards, FVZS Honorary Lecture, etc.). This includes assistance with,
Booking of venues;
Managing RSVPs and guest lists as required;
Managing service providers (catering, audio-visual etc.).
Ad hoc administrative duties as required by the broader CSLS
Die SSLS Kantoor-administrateur is verantwoordelik vir die volgende pligte:

Kantoorbestuur:

Bestuur die SSLS-ontvangs;
Bestuur alle algemene navrae (e-pos en telefonies) en verwys dit na die verantwoordelike SSLS-personeellid;
Bestuur die onderhoud van die kantoor en voorrade;
Hou toesig oor die skoonmaakdienste.
Administratiewe ondersteuning:
Bestuur kalender en vergaderings:
Bestuur die SSLS-kalender (al die portefeuljes) op SharePoint asook die breër Studentesake-kalender;
Ondersteun die SSLS-bestuurders met die skedulering van vergaderings (lokale, verversings, parkering, notules, ens.) soos nodig;
Hulpverlening met gaste/besoekers (administratiewe ondersteuning met die opstel van programme, lokaalbespreking, parkeerreëlings, ens.).
Onderhoude & oriëntering van nuwe personeel:
Administratiewe ondersteuning met die skedulering van onderhoude vir nuwe personeel (insluitend reisreëlings, paneelvergaderings, ens.);
Koördineer die oriëntering van alle nuwe SSLS-personeel en studentekoördineerders (reël vir netwerktoegang, e-posadres, kampusoriëntering, ens.).
Kortkursusse:
Verleen administratiewe ondersteuning met betrekking tot alle kortkursusse wat die SSLS aanbied (registrasie, toelating, fooie, ens.);
Skakel met SUNMedia vir die druk van die kortkursussertifikate.
Reisreëlings:
Bestuur reis-, verblyf- en konferensiebesprekings vir die SSLS-personeel.

Kennisbestuur:

Koördineer die oplaai van dokumente op SharePoint;
Liassering soos benodig.
Kwaliteitsbeheer van dokumente:
Verleen administratiewe ondersteuning met betrekking tot dokumente (verslae, uitnodigings, voorstelle, aanbiedings) soos benodig.

Finansiële bestuur:

Met die ondersteuning van die SSLS Finansiële Beampte, koördineer:
Akkurate verwerking van SSLS rekwisisies, fakture, ens.;
Betaling van ad hoc, tydelike salarisse;
Aankope en interdepartementele oordragte;
Betaling van goedere bestel en ontvang.
Werkswinkels & geleenthede/funksies:
Verleen logistieke ondersteuning met alle SSLS geleenthede (b.v. Ko-kurrikulêre werkswinkels, konferensies en berade, kortkursusse, Rektor se Toekenning vir Uitnemendheid, FVZS Erelesing, ens.). Dit sluit die volgende ondersteuning in:
Lokaalbespreking;
Bestuur RSVP’s en gastelyste soos benodig;
Bestuur diensverskaffers (spyseniering, oudiovisueel, ens.).
Ad hoc-administratiewe pligte soos vereis deur die breër SSLS.
A National Diploma or B-degree in a related field such as Secretarial or Administration;
At least three years’ relevant experience in the duties listed, preferably within a university environment;
High-level computer proficiency (MS Office);
Proven knowledge and experience in support of financial processes;
The ability to multitask, prioritise and meeting deadlines;
Thoroughness and attention to detail;
Excellent written and verbal communication skills in English and Afrikaans;
The ability to function effectively within a broader administrative team to ensure admin work process flow within the Centre for Student Leadership & Structures.

‘n Nasionale Diploma of B-graad in ‘n toepaslike veld b.v. Sekretariële of Administrasie;
Minstens drie jaar toepaslike ervaring in die bogenoemde pligte, verkieslik binne ’n universiteitsomgewing;
Hoëvlak rekenaarvaardigheid (MS Office);
Bewese kennis en ervaring ter ondersteuning van finansiële prosesse;
Die vermoë om sperdatums te haal, te prioritiseer en verskeie take tegelyk te doen;
Deeglikheid en aandag aan detail;
Uitstekende skriftelike en mondelinge kommunikasievaardighede in Engels en Afrikaans;
Die vermoë om doeltreffend binne ’n breër administratiewe span te funksioneer om die administrasieproses van die SSLS te verseker.

With a client service perspective in mind, demonstrating an understanding of the changing context of Higher Education and its impact on student development offerings.

Met inagneming van ‘n kliëntediensperspektief, ’n begrip van die veranderende konteks van Hoër Onderwys en die impak daarvan op die aanbod van studente se ontwikkeling. Apply Now

Source: ijobs