Job Description

Title of Position

Executive Secretary: Office of the Rector & Vice Chancellor

Post Number

8020850 (ITS: 0660)

Faculty/Department

University of the Western Cape -> Rectorate -> Rectors Office

Type of Position

Permanent - Full Time

Length of Contract Period

Location

Main Campus - Bellville, WC ZA (Primary)

Closing Date

10/3/2024

Role Clarification & Key Performance Areas

The role of the Executive Secretary in the Rectorate is to provide full spectrum operational and tactical support to the Office of the Rector. The Executive Secretary will assist with the effective flow of tasks within the Rectorate to provide professional support and deliver a seamless and integrated service.

Applications are invited from candidates with high-level competencies in office planning and organising, maintaining confidentiality, excellent written and verbal communication skills, excellent computer skills, good interpersonal skills and the ability to create a professional working environment.

The key performance areas include the following:

• Provide administrative support in the Office of the Rector as well as for other team or project leaders
• Function as part of a team in order to provide an interchangeable flow of services in the office
• Handling of office correspondence and facilitate information sharing
• Diary management and activities relating to travel arrangements (flights, accommodation, typing of itinerates, etc.)
• Internal and external client liaison
• Reception and receiving of guests
• Processing of payment requests, ordering of stationary and equipment as well as assets control
• Assist with budget administration
• Coordination of bookings of venues and overseeing boardrooms
• Coordination of arrangements related to events, workshops and meetings (catering, bookings, equipment, materials)
• Maintain efficient filing system and records
• Coordinate all job requests for repairs, technical support and IT services
• Ability to work efficiently under pressure and without supervision

Minimum Requirements

Minimum Requirements (Qualification and Experience)

• National Diploma in Secretarial Studies, Office Administration and Management or an equivalent qualification
• 3 - 5 years proven secretarial experience at a senior level preferably at a higher education institution
• Advanced computer skills (Ms Office Package)

Required competencies (skills, knowledge and behavioural attributes):

• Excellent communication skills (verbal and written)
• Ability to pay attention to detail
• Planning and organising skills
• Excellent interpersonal skills
• Maintain a high level of confidentiality
• Trustworthy, diligent and able to work without daily supervision

In your application, you are encouraged to highlight your strengths and include anything else you deem exceptional and outstanding to be considered by the selection panel. In addition, please attach a cover letter motivating your suitability, a detailed curriculum vitae and the highest qualification to your online profile. To be considered for this vacancy, you must click on the Apply for this Job link below or apply directly via UWC Careers at https://uwc.hua.hrsmart.com/hr/ats/JobSearch/viewAll. For any queries, please contact the Human Resources Department at +27 21 959 4063/9763/9708/3551/3756 or email: e-recruitment@uwc.ac.za

DISCLAIMER: By applying for the position, you consent to the University sharing your application, including curriculum vitae, with University stakeholders to process the application. In line with the University's commitment to diversifying its workforce, preference will be given to suitably qualified applicants in line with our Employment Equity Targets. The University reserves the right to not make an appointment, make an appointment at a different level, seek additional candidates and may conduct competency assessments.

University of the Western Cape