Administrative Officer

at  Stellenbosch University

Duties/Pligte

• Providing secretarial and administrative support to the director and staff members;
• Administering and scheduling the activities for the CBCB;
• Scheduling appointments for, and managing of electronic diaries of staff;
• Receiving guests and visitors;
• Making travel and accommodation arrangements when needed;
• Responsible for preparing and arranging the Centre’s functions, meetings, agendas and reports;
• Liasing with internal and external stakeholders;
• Coordinating effective communication channels to both Centre personnel and clients;
• Handling of all correspondence and enquiries, including referral to a higher level if needed;
• Typing letters, memoranda and other relevant documents;
• Responsible for the administration of the postgraduate programmes offered by the Centre;
• Annual capturing of the CBCB’s research publications;
• Responsible for the financial administration of the Centre, including procurement of equipment, goods and services;
• Responisbile for the management of the CBCB’s assets;
• Maintaining an effective filing system;
• Providing support with the maintenance of the website;

• Handling workshop / short course administration.

Verskaf sekretariële en administratiewe steun aan die direkteur en personeel;

• Administreer en skeduleer aktiwiteite vir die Sentrum;
• Reël afsprake vir, en bestuur die personeel se elektroniese dagboeke;
• Ontvang gaste en besoekers;
• Tref reis- en verblyfreëlings wanneer nodig;
• Verantwoordelik vir die reël en voorbereiding van die Sentrum se funksies, vergaderings, en opstel van agendas en verslae;
• Skakel met interne en eksterne belanghebbendes;
• Koördineer effektiewe kommunikasiekanale met die Sentrum se personeel en kliënte ;
• Hanteer alle korrespondensie en navrae en verwys na ’n hoër vlak indien nodig;
• Tik en versorg briewe, memorandums en ander toepaslike dokumente;
• Verantwoordelik vir die administrasie van die Sentrum se nagraadse programme;
• Jaarlikse vaslegging van die Sentrum se navorsingsuitsette;
• Verantwoordelik vir die Sentrum se finansiële administrasie, insluitend alle aankope van toerusting, goedere of dienste;
• Verantwoordelik vir die Sentrum se batebestuur;
• Die byhou van ’n effektiewe liasseerstelsel;
• Hulpverlening met die instandhouding van die webblad;
• Hanteer werkswinkel- / kortkursusadministrasie.

Job Requirements/Pos Vereistes

• A post-matric secretarial or administrative qualification, or equivalent;
• At least five years’ relevant secretarial and/or administrative experience;
• Excellent spoken and written communication skills in English;
• The ability to liaise appropriately with individuals at management and other levels, both within and outside the University;
• The proven ability to perform tasks independently;
• Proven computer proficiency in the use of Microsoft Office (Word, Excel, PowerPoint, and Outlook);
• Proven high-level organising skills;
• The ability to function under pressure without compromising accuracy;

• Outstanding interpersonal skills.

’n Naskoolse sekretariële of administratiewe kwalifikasie, of gelykwaardig;

• Minstens vyf jaar se toepaslike sekretariële en/of administratiewe ervaring;
• Voortreflike mondelinge en skriftelike kommunikasievaardighede in Engels;
• Die vermoë om toepaslik met persone op bestuurs- en ander vlakke binne, sowel as buite die Universiteit te skakel;
• Die bewese vermoë om take selfstandig uit te voer;
• Bewese rekenaarvaardigheid in die gebruik van Microsoft Office (Word, Excel, PowerPoint, en Outlook);
• Bewese vermoë om aktiwiteite op hoë vlak te organiseer;
• Die vermoë om onder druk te funksioneer sonder om akkuraatheid in te boet;
• Uitmuntende interpersoonlike vaardighede.

Recommendation/Aanbeveling

• Good communication skills in Afrikaans;
• A general working knowledge of scientific terminology;

• Prior experience of working in a higher education environment.

Goeie kommunikasievaardighede in Afrikaans;

• ’n Wye algemene werkskennis van wetenskapsterminologie;
• Vorige werkservaring in ’n hoëronderwysomgewing.

• Providing secretarial and administrative support to the director and staff members;
• Administering and scheduling the activities for the CBCB;
• Scheduling appointments for, and managing of electronic diaries of staff;
• Receiving guests and visitors;
• Making travel and accommodation arrangements when needed;
• Responsible for preparing and arranging the Centre’s functions, meetings, agendas and reports;
• Liasing with internal and external stakeholders;
• Coordinating effective communication channels to both Centre personnel and clients;
• Handling of all correspondence and enquiries, including referral to a higher level if needed;
• Typing letters, memoranda and other relevant documents;
• Responsible for the administration of the postgraduate programmes offered by the Centre;
• Annual capturing of the CBCB’s research publications;
• Responsible for the financial administration of the Centre, including procurement of equipment, goods and services;
• Responisbile for the management of the CBCB’s assets;
• Maintaining an effective filing system;
• Providing support with the maintenance of the website;
• Handling workshop / short course administration