RESPONSIBILITIES:

Office Administration

• Manage all travel and accommodation bookings including all related travel arrangements for the Vice-Chancellor and Principal (for example hotel accommodation, car hire, shuttle services, visa applications, subsistence allowances, medical requirements etc.).

Diary Management

• Manage the daily programme in the Office of the Vice-Chancellor and Principal and keep a record of all the appointments;
• Plan, schedule and maintain the Vice-Chancellor and Principal’s diary in paper and in electronic format and make adjustments and reschedule the diary when necessary; and
• Prepare all the necessary documents and related information for all the appointments.

Planning and Supporting of Meetings

• Arrange meetings and inform the Vice-Chancellor and Principal in advance of details such as the venue, time, travel arrangements and accommodation;
• Prioritise the importance of meetings to be attended by the Vice-Chancellor and Principal and what can be delegated to other members of the Executive;
• Prepare and check for accuracy of documentation and information for meetings ahead of time meetings and ensure that it is provided to the Vice-Chancellor and Principal in time for the scheduled meetings; and
• Coordinate the provision of the required information by the Vice-Chancellor and Principal for execution of instructions and decisions.

General Administration

• Provide the Vice-Chancellor and Principal with comprehensive administrative support to enhance the effective and efficient operation of Vice-Chancellor and Principal’s office ensuring consistency with the UP’s administrative policies and procedures;
• Develop, implement and maintain administrative systems, processes and procedures to support the office’s needs and to enhance operational efficiencies; and
• Implement an effective filing system that is custom made for the Vice-Chancellor and Principal’s office.

Office Management Support

• Ensure that protocol and etiquette procedures are adhered to in the Vice-Chancellor and Principal’s office, especially with visits to and from Ministers, Ambassadors and High Commissioners, CEOs of organisations and other VIPs; and
• Ensure facilities (such as Council chambers, conference facilities and the foyer of the rectorate suite) and all systems in these facilities are in working order.

Liaison and Communication

• Liaise directly with internal and external stakeholders and structures on instruction of and on behalf of the Vice-Chancellor and Principal;
• Draft responses on all forms of communication on instruction of and on behalf of the Vice-Chancellor and Principal;
• Attend to guests to the office of the Vice-Chancellor and Principal, including overseas guests, and consultants; and
• Attend to and resolve all enquiries directed to the Vice-Chancellor and Principal’s office on behalf of the Vice-Chancellor and Principal.

Financial Administration

• Manage the procurement of office equipment, stationery and any other required items;
• Manage the financial transactions of the office as directed by the Vice-Chancellor and Principal in line with the financial policies of the University; and
• Keeping records of all financial transactions of the office in terms of the University requirements.

MINIMUM REQUIREMENTS:

• A three (3) year Bachelor’s degree;
• A total of six (6) years’ experience which includes the following:

• Secretarial and administration/office management experience;
• Proven track record of having worked in a similar role at a senior management level and having been able to cope with the relevant demands of the job; and

• A valid driver’s licence.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Advanced knowledge of the higher education sector and environment;
• Advanced knowledge of general legislation, rules and regulations applicable to the higher education sector;
• Excellent organising, planning and coordination skills;
• Advanced communication (verbal and written) skills
• Advanced computer literacy skills;
• Attention to detail;
• Ability to maintain confidentiality and integrity;
• Advanced numerical and financial administration skills;
• Excellent interpersonal and relationship management skills;
• Ability to work independently with minimal supervision;
• Ability to work and deliver under pressure and meet strict timelines;
• Excellent initiative and innovative skills;
• Client focussed and flexible;
• Ability to conduct research and investigations as and when required; and
• Ability to make good judgement and to resolve unstructured and new problems.

ADDED ADVANTAGES AND PREFERENCES:

• A postgraduate degree;
• Managerial experience at an institution of higher learning; and
• A thorough understanding of the higher education sector and environment, both nationally and internationally.

PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.

The annual remuneration package will be commensurate with the incumbent’s level of appointment, as determined by UP policy guidelines. UP subscribes to the BESTMED and UMVUZO medical aid schemes and contributes 50% of the applicable monthly premium.

Applicants are requested to apply online at www.up.ac.za, and follow the link: Careers@UP.

In applying for this post, please attach:

• A comprehensive CV;
• Certified copies of qualifications; and
• Names, e-mail addresses and telephone details of three referees whom we have permission to contact.

CLOSING DATE: 21 February 2023

No application will be considered after the closing date, or if it does not comply with at least the minimum requirements.

ENQUIRIES: Ms Letticia Jooste, Tel: (012) 420 6921 for application-related enquiries, and Ms S Mbuyisa, Tel: (012) 420 4091 for enquiries relating to the post content.

Should you not hear from the University of Pretoria by 30 April 2023, please accept that your application has been unsuccessful.

The University of Pretoria is committed to equality, employment equity and diversity.

In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference may be given, but is not limited to candidates from under-represented designated groups.

All candidates who comply with the requirements for appointment are invited to apply.

By applying for this vacancy, the candidates consent to undergo verification of personal credentials and related information including, but not limited to, qualifications, criminal record, credit record, current and historic disciplinary proceedings as part of the selection process.

The University of Pretoria reserves the right to not fill the advertised positions.