Job Description

Duties/Pligte
To provide professional administrative support to the Manager: Clinical Training Platform who is responsible for leading, managing and providing strategic advice and support to SUNLOC (Stellenbosch University Logistics: Clinical Training Platform).

Operational and Administrative Support for the Clinical Training Platform

Providing a range of support functions to the Manager: Clinical Training Platform, including coordinating policy matters of SUNLOC, collating, distributing reports and liaising with departments and institutions on behalf of the Manager. Closely monitoring and reporting back on projects and activities to the Manager: Clinical Training Platform to ensure successful and timely implementations. Maintaining an updated list of internal and external stakeholders. Diary management for the Manager: Clinical Training Platform. Coordinating follow-up actions arising from meetings. Responsible for travel and accommodation arrangements for staff. General office frontline reception, copying, typing, editing, scanning, and filing documents. Coordinating logistical arrangements of meetings, work sessions and other events. Maintaining an effective electronic record-keeping system. Maintaining SUNLOC website content as well as communication of SUNLOC initiatives/successes.

Report Preparation

Proactively preparing information/reports for internal and external utilisation and distribution. This may include writing letters and memos, compiling data for reports, analysing information, editing reports, transcribing dictation, proofreading and other information preparation duties. Supporting activities regarding the data capturing and extracting of Placement Plus reports. Providing historical reference by retrieving information from current filing and retrieval systems and collating them for use by the Manager: Clinical Training Platform.

Support of Clinical Training Platform coordination

Secretariat of meetings related to the training platform. Managing the clinical training platform incident database. Updating the clinical training platform's electronic descriptive profile and suitable distribution.

Information/Correspondence Management

Maintaining electronic filing and organisation systems for records, reports and documents

Data Analysis

Using the current data sets of student clinical placement activity to support the preparation of reports for strategic partners.



Job Requirements/Pos Vereistes
Relevant post-school qualification (secretarial / administrative / business management). At least three years' strong administrative experience. Deadline driven and the ability to excel under pressure. Excellent verbal and written command of English

OR

Afrikaans. The ability to work independently. Strong critical thinking skills. Proven high-level proficiency and expertise in MS Office (Word, Excel, PowerPoint and Outlook). The ability to learn new electronic applications and programs. Strong organisational skills with the ability to function with high energy and drive. Excellent reading, writing and professional communication skills and the ability to liaise with individuals at management and other levels, both within and outside Stellenbosch University. Excellent interpersonal relationship skills in the context of engaging with a diversity of role players, including persons in executive positions. The ability to function in a multicultural environment. The ability to act with integrity and maintain confidentiality. Excellent time management skills. The ability to take initiative, work independently and cooperate in a team. The ability to function after hours without sacrificing accuracy.



Recommendation/Aanbeveling
* Experience within a higher education environment.