Secretary: Department Urban & Regional Planning - University of the Free State

Duties and responsibilities:

• Responsible for general office administration and operations including but not limited to:
• Provide administrative support and secretarial services to the department and line manager.
• Welcome and direct visitors and students to the appropriate staff members.
• Receive parcels from courier and other services.
• Receive, direct and relay telephone calls and messages.
• Handle general enquiries.
• Dispatch parcels/courier services.
• Scrutinise and record the incoming mail and categorise it into priority of urgency.
• File finance and HR related documents.
• Responsible for meeting administration.
• Responsible for departmental events: Catering, transport, preparation of venue.
• Responsible for travel and accommodation arrangements for external examiners/moderators, lecturers, Post Docs and PhD students.
• Assist with Travel Insurance.
• Control the stock register.
• Assist with typing as requested from lecturers from time to time.
• Follow-up of previous correspondence and pass items to line manager to follow-up.
• Request and appraise quotations.
• Capture requisitions for outstanding vendors and approve requisitions (internal e.g., Paintwork, plumbers, etc)
• Receive Purchase Orders from provisioning/finances and provide it to the suppliers.
• Process invoices for payments of service providers.
• Create and distributes invoices.
• Capture and manage employee claims.
• Capture, approve, report and follow up on job requests for maintenance and repairs where necessary.
• Purchase and order office supplies, stationery and equipment.
• Manage and administer the asset register.
• Assist with the recordkeeping of leave applications.
• Assist with Special leave applications for overseas.
• Assist and manage the administration of new appointments within the Department.
• Monitor the submission of study guides, assignments and tests for module files.

Inherent Job Requirements:

• Grade 12 on NQF Level 4. 
• One (1) year’s relevant working experience relating to the duties and responsibilities.

Recommendations:

• Experience within the higher-education environment.
• Knowledge of university systems, policies, procedures.

Competencies

• Key Competencies Required:

Results oriented:

• The ability to be reliable, responsible, dependable and to fulfil obligations.
• The ability to deal calmly and effectively with high stress situations.

Strategic thinking:

• The ability to deal with several activities at a time.
• The ability to be creative and open-minded when addressing work issues.

Business Acumen:

• The ability to adhere to rules and strictly follow work regulations.
• Proficient in using MS Office.

Leading:

• The ability to maintain high levels of personal motivation, energy, and enthusiasm.
• The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

Building coalitions:

• The ability to be self-assured and at ease with people in all types of social situations.
• The ability to be sensitive and understanding to the needs and feelings of others.

Required Documents

• Please ensure that all relevant documentation is attached to your application. 
• A detailed curriculum vitae and cover letter. 
• Copies of qualifications (please provide the SAQA accreditation in the case of foreign qualifications).
• A copy of your identity document (ID or passport in the case of foreign nationals).
• Proof of registration with a Professional Body (if applicable).
• A copy of your driver’s license (if applicable).
• Confirmation of employment from current employer / last employer if unemployed (only applicable to external applicants).