Sefako Makgatho Health Sciences University: Secretary


SEFAKO MAKGATHO HEALTH SCIENCES UNIVERSITY

HUMAN RESOURCES DEPARTMENT

Sefako Makgatho Health Sciences University (SMU) is a newly established University providing holistic health sciences education, situated at Ga-Rankuwa (North of Pretoria), and the following position/s is currently available:

SECRETARY POSITIONS

(3 months fixed term)

Ref: 1/2019/MMM/FTD

SMU invites suitably qualified and competent applicants with the necessary experience to apply to be on its database for secretaries. These positions are for short term periods, when permanent employees in these positions are temporarily unable to perform the function. Persons on the database must be able to fill the position at very short notice.

The incumbent will variously perform duties such as receptionist, diary management, filing, attending to student queries, organizing departmental meetings, taking minutes, replenishing supplies, ordering of equipment, administering petty cash, controlling budget, courier liaison, managing travel bookings, community engagement and other administrative duties as assigned. The incumbent reports to the HOD and must meet the requirements, competencies and be responsible for the following key performance areas below.

Requirements

 Matric (Grade 12)

 A three (3) year Office Administration or Secretarial qualification

 At least three (3) years’ working experience as a secretary or an administrator

 Experience in clerical and administrative support in order to optimise workflow procedures in the office

 Experience in minute-taking

 Willingness to work beyond normal working hours when needed

Competencies

 Computer literacy (MS Word, MS Excel, MS PowerPoint)

 Good communication and interpersonal skills

 Time management

 Good planning and organizational skills

 Ability to maintain strict confidentiality

 Excellent client services skills

 Ability to work under pressure and meet deadlines

 Meticulous attention to detail and commitment to high standard of work

Key performance areas

 Managing the office, providing secretarial support and co-ordinating all activities of the office

 Financial Administration of the office (budget tracking, stationery orders, etc)  Planning and organizing meetings, including minute taking

 Typing all correspondence and reports

 Ability to prepare and distribute correspondence, memos and forms

 Maintain a secure system for storing/filing and retrieving information

 Financial administration of the department (budget tracking, stationary orders, etc.)

 Administration of leave forms and transport claims in the respective office

 Ability to make travel arrangements

 Administration and input of academic information (undergraduate and postgraduate assessment marks) and prepare management reports

 Administration and typing of undergraduate and postgraduate student exam reports

 Administration of student records and files

 Any other duties as assigned by the office _________________________________________________________________________ Open Advert (no closing date)

Applications through Employment Agencies will not be considered

Typed applications which indicates a reference number, should contain a comprehensive curriculum vitae, certified copies of all qualifications and contact details of three referees, should be forwarded, for the attention of Ms Mercia Makgati, to the Human Resources Department, P.O Box 68, Medunsa, 0204 or e-mail applications in MS Word format, to hr.recruitment2@smu.ac.za

The applications can also be hand delivered (place in an application box) at: Sefako Makgatho Health Sciences University, Human Resources Department, Clinical Pathology building, 5th Floor, Molotlegi street, Garankuwa.

It is the applicant’s responsibility to have foreign qualifications evaluated by the South African Qualification Authority (SAQA). Failure to submit the requested documents/information will result in your application not being considered.

Telephonic enquiries regarding conditions of service: (012) 521-4393.

The Sefako Makgatho Health Sciences University is an Equal Opportunity and Affirmative Action Employer.

Correspondence will be limited to short-listed candidates only. Applicants who have not been contacted within 30 days of the closing date must consider their applications as unsuccessful.

The University reserves the right not to make an appointment

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