Senior Administrative Assistant x2 - Department of Enrolment and Student Administration

University of Pretoria
South Africa
Apr 29, 2021
May 06, 2021
Organization Type
University and College
Full Time
UP Professional and Support




In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy.

The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.


Processing of online study applications, verifying the validity of student enrolment contracts, and assisting with all contract queries. Scanning of all documentation to the electronic document management system and manual indexing of all those documentation onto the student's record. Electronic form processing of all uploaded and e-mailed supporting documentation. Collecting, checking, capturing as well as interpreting Non NSC results, such as Cambridge, International Baccalaureate and other BU foreign results. Filing and other administrative duties. Perform a variety of administrative tasks, including managing phones and e-mails. Manage office space and time using organisational skills. Collaborate with clients and colleagues in a fast-paced environment. Support the line manager to ensure that the day-to-day office operations run smoothly and that deadlines are met.


The successful candidate's responsibilities will include, but are not limited to:
  • Online application:
    • Render assistance with the application process, if necessary, by assisting applicants to apply successfully;
    • Process online applications daily using the online application system;
    • Validate and record personal information, results and academic records provided;
    • Interpret various curriculums, specifically in Cambridge for capturing of international application data;
    • Submit applications to the relevant faculty electronically;
    • Verify and quality control of the online applications process, to prevent errors and enable accurate automatic system admittance of applicants;
    • Identify, investigate and analyse fraudulent certificates and escalate to line manager for resolution;
    • Ensure online applications are processed within the stipulated turn-around time;
  • Validate contracts:
    • Verify legal validity of enrolment contracts and capture them onto the system;
    • State accurate reasons why contracts are reviewed as invalid;
    • Accurate removal of contract service indicator when contract is reviewed as valid;
    • Scan and index completed contracts, making them available on student records;
    • Deliver valid enrolment contracts to the Finance Department for safekeeping;
    • Ensure contracts are processed within the stipulated turn-around time;
  • Scanning:
    • Proper use of the scanning system to scan batches of documents;
    • Ensure scanned documents are electronically carried over into the correct Oracle Document Management System (ODC) folder(s);
  • Electronic document management:
    • Ensure that all documents in the Oracle Document Management System are indexed correctly, to the correct student record;
    • Create and maintain document type descriptions for indexing;
    • Ensure that documents uploaded by applicants onto PeopleSoft Systems are attended to;
    • Update student records on PeopleSoft with new uploaded data;
  • Review student uploads:
    • Accurate classification of uploaded documentation;
    • Ensure that relevant uploaded documents are reviewed and classified timeously;
    • Update student records with any new data received;
  • Registration assistance:
    • Work on rotating schedule to assist with the registration process;
    • Deal with contract queries;
    • Assist with completion of contracts.

  • Relevant National three-year diploma, and one year administration experience at a tertiary institution;

  • Grade 12 with three years' administration experience at a tertiary institution.

  • Knowledge of:
    • Relevant technology;
    • Processes, rules and regulations for processing of online applications;
  • Problem solving on own initiative;
  • Applying quality control;
  • Accuracy;
  • Efficiency and speed;
  • Organizational skills;
  • Administrative skills;
  • Must be able to maintain confidentiality;
  • Good communication skills;
  • Positive attitude;
  • Must be able to function independently and responsibly;
  • Good interpersonal relations;
  • Ability to work under pressure;
  • Time management skills.

  • Bachelor's degree;
  • Two years' experience in applications and enrolment at a tertiary institution.

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 via the apply online button below and follow the link: Careers@UP.

CLOSING DATE: 06 May 2021

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

ENQUIRIES: Mr Z Gqabi, for application-related enquiries, and Ms V Demas, for enquiries relating to the post content.

Should you not hear from the University of Pretoria by 31 July 2021, 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. All candidates agree to undergo verification of personal credentials.

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

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