Executive Secretary (P10) (Facilities Management: Executive Director's Office) (Re-advert)
Position Summary
Introduction
The University of Johannesburg (UJ) is a vibrant and cosmopolitan institution, guided by its bold UJ Strategy 2035, which emphasises Societal Impact and Sustainability, Global Footprint and Partnerships, and Technology for the Future. Committed to transformative change, UJ’s mission is “To transform and serve humanity through innovation and the collective and collaborative pursuit of knowledge.” The University is guided by the vision of building “An international university of choice, anchored in Africa and the global south, dynamically shaping a sustainable future".
Job description
“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.
- Effective and proactive diary management.
- Effective management of tasks and information related to the Executive Director’s responsibilities and prioritizing tasks in terms of urgency and importance.
- Follow-up, collate, consolidation and submission of reports as directed by the Executive Director.
- Effective planning and organising of tasks in the office of the Executive Director.
- Act as first point of call for Facilities staff and other external stakeholders on all general queries that go via the office, resolve queries, and escalate where necessary.
- Ensure an effective record-keeping system including establishing and maintaining an effective filing system and keeping records up to date.
- Assist the Executive Director in managing his budget.
- Manage and order stationary supply, as well as kitchen supplies.
- Provide secretarial services to meetings: times, attendees, venues, arrange catering and minutes.
- Operate office machines and equipment in support of secretarial work.
- Perform Oracle (ERP) on-line orders related to the Executive Director’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 Executive Director.
- 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 Executive Director.
- Plan, arrange and coordinate relevant meetings, training, workshops, functions, and conferences as directed by the Executive Director.
- Reconcile receipts and manage finances related to the credit cards and/or financial claims of the Executive Director.
Minimum requirements
- A National Diploma in Administration or relevant NQF 6 qualification.
- A minimum of three (3) to five (5) years’ experience as a Personal Assistant/Secretary.
- Proven computer skills in MS Office packages (must be fully conversant in MS Word, Excel, PowerPoint, 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 priorities and work under pressure.
- Fluent English language use.
- 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.
- Attention to detail.
- Minute taking experience.
- Knowledge of UJ rules and regulations.
- Previous experience in the Higher Education and Training sector.
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.
