Job Description

Purpose
The main purpose of this position is to proactively provide efficient and effective administrative support to the Head of Department.Minimum Requirements

• Relevant Diploma NQF 6.
• 2-3 years related experience in an academic environment.
• Computer literate.

Duties and responsibilitiesGeneral Administration

• Provide administrative support to HoDs through:
• Diary Management.
• Minute taking, typing and distribution of agendas and minutes of departmental meetings.
• Photocopying and scanning of documentation.
• Maintaining a filing system.
• Sending and receiving faxes/emails.
• Making travel arrangements for HoDs

Meeting Administration

• Compile and circulate dates of departmental meetings.
• Co-ordinate meetings/functions.
• Type meeting agendas and distribute.
• Take minutes and action sheets, type and distribute to meeting attendees.

Front Office Assistance

• Assist at the front office / reception as required.
• Manage front office calls as required.

Purchase Orders and Procurement

• Processing and monitoring purchases.
• Implement and maintain a relevant document management system in relation to the procurement function.
• Receive purchase order requests from relevant parties.
• Ensure that all PO requests are signed off by the designated signatories and obtain approval.
• Matching up of PO request and original PO from ITS.
• Communicate with all vendors regarding outstanding deliveries and payment procedure.
• Clearing unpaid PO's monthly.
• Maintain and reconcile vendor accounts.
• Liaise with creditors regarding queries.
• Follow up on invoices for payment.
• Submit purchase orders for payment to the required office.

Financial Administration

• Maintain and reconcile vendor accounts.
• Liaise with creditors regarding queries.
• Follow up on invoices for payment.
• Submit purchase orders for payment to the required office.

Conference / Event Organising

• Organise and co-ordinate all logistical aspects related to all events including workshops, meetings, conferences, seminars.
• Assist with co-ordination of site visits by sponsors, auditors.
• Ensure that all necessary documentation relating to SPU travel has been completed and submitted.

Postgraduate Admissions

• Complete all admissions data for student selection process.
• Assist with registrations.
• Attend to student queries.

Client/Student Liaison

• Co-ordinate liaison between departments.
• Respond to student/staff/visitor queries.

Examinations

• Assist with typing, proof reading, formatting, and photocopying of exam papers.
• Coordinate invigilating of tests, exams.

Monitoring, Evaluation and Reporting

• Co-ordinate and ensure the smooth running of academic programmes

in the academic Department. * Input academic information into ITS and prepare management.

• Preparation of visual (including video editing) and teaching material

for staff and post graduate students re: lectures, research days, Open
Day, Conferences and the school outreach programme/school visits). * Manage the diary of the line manager.Enquiries can be made via email atAssumption of duties: As mutually agreed to upon acceptance of the appointment. The University reserves the right not to make an appointmentWomen and people with disabilities are encouraged to apply.Note: Sol Plaatje University (SPU) is dedicated to meeting its Employment Equity targets.

Sol Plaatje University