Executive Secretary (P10), Faculty of Law (UJ INTERNAL ONLY)
Position Summary
Introduction
The University of Johannesburg (UJ) is a vibrant and cosmopolitan university, striving towards global excellence and stature. Ranked amongst the top 4% in the QS World Class Universities Ranking and 61st in the QS BRICS World Class Universities Ranking, UJ is recognised as an international university of choice. As a University, we aim to enrich our academic profile, and develop UJ as the pan-African epicentre of critical intellectual inquiry.
Job description
- Effective and proactive diary management.
- Effective planning and organising of tasks in the office of the Dean.
- Act as first point of call for Faculty staff, students and other external stakeholders on all general queries that go via the office, resolve queries and escalate where necessary.
- Effective management of tasks and information related to the Dean’s responsibilities and prioritising tasks in terms of urgency and importance.
- Ensure an effective record keeping system including establishing and maintaining an effective filing system and keeping records up to date.
- Manage and order stationery supply, as well as kitchen supplies.
- Provide secretarial services to meetings: times, attendees, venues and arrange catering.
- Operate office machines and equipment in support of secretarial work.
- Perform Oracle online orders related to the Dean’s responsibilities.
- Manage procurement of operational items to enable efficient operation and timely payment of invoices.
- Facilitate the maintenance of infrastructure in line with University processes.
- Deal with correspondence as required by the Dean.
- Deal with risk management in own focus areas and adherence to Service Level Agreements (SLA).
- Perform ad-hoc duties as and when required.
- Make travel, transport and accommodation arrangements for the Dean, as well as other Faculty members, if so required by the Dean.
- Plan, arrange and coordinate relevant meetings, training, workshops, functions and conferences as directed by Executive Dean.
Minimum requirements
- National Diploma/3 year qualification.
- A minimum of 5 years of secretarial experience, preferably in a tertiary education environment.
- Proven computer skills in MS Office Packages (Must be fully conversant in MS Word, Excel, PowerPoint, Access, Outlook and usage of the Internet).
- Proven experience of extensive diary management and scheduling.
- Good planning, organisational skills and attention to detail Good written and verbal communication skills.
- Ability to prioritise and work under pressure.
- Ability to use own initiative and work independently Good professional typing skills.
- Good interpersonal and human relations skills, coupled with intercultural skills and assertiveness.
- Social perceptiveness and the ability to handle conflict situations in a diplomatic manner.
- Knowledge of University systems, structures, policies and procedures.
Your application, comprising of a detailed Curriculum Vitae as well as the names and full contact details (including telephone numbers and e-mail addresses) of at least three traceable and credible referees must be uploaded before or on the closing date of the advertised post. Please also attach the following: a copy of your highest academic qualification, proof of registration with professional bodies you might belong to and if applying for an academic position, a list of accredited research output and/ or a portfolio of your creative output.
If you require technical support / assistance on the UJ e-recruitment website, please contact our service provider PNET on the following contact details: 0861 227337/010 140 3099 or email ujsupport@pnet.co.za.
Candidates may be subjected to appropriate psychometric testing and other selection instruments.
In conjunction to merit on the basis of qualifications, experience and proven achievements the University of Johannesburg is committed to providing equal employment opportunities for persons with disabilities and those individuals from the historically disadvantaged groups. As necessitated by operational requirements the University reserves the right not to make an appointment to positions advertised. If you have not received a response from the University within 8 weeks of the closing date, you should assume that your application has been unsuccessful.
Please note that the University is obligated, in terms of recent amendments to the Criminal Law (Sexual Offences and Related Matters) Amendment Act 2021 (Act 13 of 2021), to assess all prospective employees (including applicants) against the National Register for Sex Offenders (NRSO). The outcome of such an assessment may have an impact upon possible employment with the University.
