Secretary Medical Practice Health Sciences - South Africa

CORE PURPOSE OF JOB

The incumbent is expected to deliver a comprehensive administrative and secretarial function to the Department of Medical Practice on Missionvale Campus, to ensure the efficient and effective functioning of the Department.

KEY PERFORMANCE AREAS

Internal support

Provide secretarial support to the Head of Department

Preparation and organisation of departmental meetings and events, including taking accurate minutes. Manage general office operations within the office of the Head of Department

Execute and monitor financial transactions between the department and internal and external stakeholders, including procurement of laboratory equipment and consumables

Execute human resource processes within the department, including loading short term contracts, requesting ICT services and submitting claim forms

Execute university processes for the successful running of departmental academic activities, including loading marks and assessment criteria on ITS, liaising with the assessment office and booking lecture and assessment venues.

Work together with the Clinical Platform Coordinator to arrange student transport to various hospitals and clinics.

Serve as liaison by preparing and disseminating written and telephonic correspondence to staff, students and other stakeholders.

Providing information to relevant stakeholders for the departmental website and other media Reporting and following up on maintenance requests.

External support

Interact with students and members of the public, clients, customers on a daily basis Render assistance and referring them to the relevant professionals

Communicate and liaise with external service providers as and when required

CORE COMPETENCIES

1. Advanced knowledge of professional secretarial and office management tasks.
2. Demonstrated accuracy in financial administration skills.
3. Demonstrated experience in working with multiple academic processes efficiently
4. Knowledge of applicable university policies and protocols
5. Demonstrated ability to work well in a multicultural and diverse environment and to deal with and resolve issues, problems, conflicts and any crisis situation that may arise
   1. Ability to manage time and deliver high-quality work under pressure.
   2. Excellent interpersonal skills.
   3. Working in Moodle and related university online and academic programs and systems

POST REQUIREMENTS

To be considered for this post, candidates must meet the following non-negotiable requirements:

Matric PLUS a completed one-year diploma in Secretarial/ Office Management / Communication/ Administration or equivalent.

Completed two years work experience in a Secretarial or administrative assistant position in a higher education setting.

Experience in working in Moodle or a related academic online Learning Management System used at university or tertiary education level.

Proven ability to work in Microsoft Word, EXCEL, Power-Point and Outlook.

ADDITIONAL INFORMATION

Applicants are to submit a cover letter or detail on their CV exactly how their skills match the post requirements, provide an updated CV, copy ID and certified copies of their completed qualifications.

Please note that no late applications will be accepted.