Job Description

Main purpose of the job:

• To work closely with and provide support in dealing with the secretarial and administration of the day-to-day operations of the Director and to act as the first point of contact for the department and assist with general queries and office administration

Location:

• Hillbrow - Johannesburg

Key performance areas:

• Organize and maintain the Director's diary
• Coordinate and schedule relevant appointments and meetings
• Screen telephone calls, inquiries or requests and handle them when appropriate
• Assist in preparing briefing papers, reports, and presentations
• Deal with incoming emails, faxes, and mail - often corresponding on behalf of the Director
• Act on action points that transpired from meetings and track progress accordingly
• In the absence of the Director, conduct relevant follow-ups, make decisions, and delegate work to others
• Update and maintain the Director's curriculum vitae by recording publications, conference attendance/presentations, and involvement in mentorship activities
• Coordinate the diary of the Director for scheduled meetings
• Prepare meeting rooms and agendas for meetings
• Take dictation and minutes at relevant Cluster meetings
• Support team - ensure all HR documents are completed accurately and monitor leave compliance of team
• Ensure all procurement documents are completed correctly
• Maintain office equipment orders and stationery for teams
• Maintain relevant office systems such as electronic and manual filing systems
• Coordinate and confirm travel arrangements (flights, accommodation, and transport)
• Provide itinerary as required
• Facilitate payment of travel expense claims with the Operations Department
• Take ownership and accountability for tasks and demonstrate effective self-management
• Follow through to ensure that quality and productivity standards of own work are consistently and accurately maintained
• Maintain a positive attitude and respond openly to feedback
• Take ownership of driving your own career development by participating in ongoing training and development activities such as forums, conferences, policy-setting workshops, etc.

Required minimum education and training:

• Grade 12 with a relevant qualification in Secretarial or Business Administration studies

Required minimum work experience:

• Minimum 3 years experience in a Secretarial/Personal Assistant capacity

Desirable additional education, work experience, and personal abilities:

• Experience working in a medical or HIV environment
• Exceptional organizational and administrative skills with working knowledge of Microsoft Office and Excel
• Able to maintain confidentiality, tact, and professionalism at all times
• Able to exercise discretion, high levels of initiative, and independent decision-making
• Must be assertive, confident, and adaptable
• Self-motivated, able to work independently and work as part of a multidisciplinary team
• Valid Driver's License

TO APPLY:

• Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
• Please Apply Online.
• Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position.
• The closing date for all applications: 12 January 2024.
• Note AJ Personnel is fully POPI compliant.
• Note WHC, in accordance with their Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.

Please note:

• AJ PERSONNEL is only responsible for the advertising of the advertisement on behalf of their client Wits Health Consortium.
• Wits Health Consortium will only respond to shortlisted candidates.
• Candidates who have not been contacted within two weeks of the closing date can consider their applications to be unsuccessful.
• AJ Personnel does not have any salary or other information regarding the position.

Apply

Company Description

Background

The Wits Reproductive Health and HIV Institute (Wits RHI) is a renowned African-led research institute that seeks solutions to Africa's health challenges.

It is located within the University of the Witwatersrand and addresses some of the greatest public health concerns affecting our region, including HIV and its related problems, sexual and reproductive health, and vaccinology.

AJ Personnel