Administrative Assistant - University of the Witwatersrand

Key Performance Areas:

• Effectively manage head of the school’s diary – electronic and manual

• Organize meetings and communicate effectively with all parties attending the meeting

• Minutes taking and drafting of agendas for three committee meetings (FIN/HR, EXCO, HOD)

• Answer telephone calls by screening calls and directing to the appropriate person to deliver messages and return calls

• Email correspondence, redirect and advise where applicable

• Provide basic administrative and secretarial support to the School of Clinical Medicine

• Sending out communications with internal & external stakeholders

• Creating a filing system for different committee meetings

• Assist in writing letters of support, motivations, delegation of authority, memorandums and announcements

• Typing, copying, scanning & printing of all Schools documents

• Booking, setting up and confirmation of venues

• Ordering of stationery, office equipment and groceries

• Make travel arrangements for the head of the school

• Assist the senior operations manager with admin tasks

• Sorting, organizing and distributing documents requiring the head of the school's signature

• Liaise and maintain communication with all secretaries

• To ensure the smooth running of the head of the school office

• Compile and edited the school newsletter

• Planning for yearend function, prize giving and annual School retreat

Competencies - Knowledge, Skills and Behaviors;

• Matric/Grade 12

• National Diploma advantages

• 2-3 years of experience in a university

• Performing secretarial duties for senior-level positions. (Advantage)

• Computer knowledge -Word, Excel, PowerPoint, Electronic calendar & diary, email

• Experience of Oracle (advantage)

• Ability to respond after hours for important, timely or urgent matters

• Team player who operates in a fast-paced team-oriented setting

• Ability to be discrete and maintain confidential information

• Understanding how to prioritize and respond accordingly

• Strong written and verbal communication skills and the ability to multi-task

• Experience with stakeholder management and ability to work independently

• Must be a proactive problem solver