Senior Management Assistant - Department of Human Resources

DEPARTMENT OF HUMAN RESOURCES

SENIOR MANAGEMENT ASSISTANT

PEROMNES POST LEVEL 9

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.

RESPONSIBILITIES:

The Senior Management Assistant provides high-level assistance to the Director: Human Resources, Deputy Directors and staff in the Department of Human Resources, including administrative, information technology (IT) and secretarial support as well as to act as an ambassador that would portray a positive image of the Director's office when executing all activities and operations in the Director's office.

The incumbent is responsible for but not limited to:

• Providing strategic support and office management by planning, leading and controlling the daily workflow of the HR Director's office;
• Coordinating the Directors' diary in line with the Executive calendar and the departmental calendar;
• Efficiently and effectively handle all correspondence to the HR Directors on behalf of the Director;
• Coordinate submissions from the Directors' office in preparation for Executive Meetings;
• Manage the dissemination of feedback from the Executive to the Deputy Directors in the Department of Human Resources;
• Accurate record-keeping of management decisions and other management information;
• Financial administration including the efficient management of operational budget inputs for the Department and keeping records thereof as required by UP policies and procedures;
• Manage all department procurement requests in line with the UP financial policies and procedures;
• Assist with the planning, coordination, monitoring and administrative support of the projects in the HR Director's office against the plan and keep the Director informed of progress;
• Organise, coordinate and record the proceedings of project meetings;
• Facilitate and give feedback on projects status with relevant stakeholders;
• Provide secretariat function for meetings attended by the Director and meetings for which the Director is the convener and or chair (committees, working groups, task teams, negotiating committees and project management committees);
• Taking minutes for all the meetings, follow up on the action from the stakeholders and coordinate all inputs prior to the meeting;
• Communicate decisions taken at meetings and follow up on outstanding matters which require resolutions;
• Plan, coordinate and execute functions and events hosted by the HR Director.

MINIMUM REQUIREMENTS:

• A three-year Office Administration/Secretarial Diploma or relevant qualification and three years' relevant experience in:
  • Office administration and financial administration;
  • Secretarial and administration in the office of a manager or senior manager level;
  • Drafting correspondence, office and diary management, accessible and effective database and filing management;

• A Grade 12 and five years' relevant experience.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Excellent knowledge of filing systems and record keeping;
• Excellent knowledge in managing information and records;
• Excellent diary management skills;
• Very good minute taking skills;
• Excellent administration skills;
• Excellent financial administration skills;
• Excellent MS Office suite (Word, Excel and PowerPoint) skills
• Ability to coordinate Cloud-based video conferencing (e.g. Zoom, Microsoft Teams, Google Meet)
• Ability and sophistication to interact with a wide range of entities within the university community and externally;
• Good interpersonal skills;
• Ability to organise and prioritise;
• Self-motivated and disciplined;
• Attention to detail;
• Excellent written and verbal communication skills;
• Ability to maintain confidentiality;
• Good negotiation and conflict resolution skills

ADDED ADVANTAGES AND PREFERENCES:

• A relevant degree in Office Management or equivalent qualification;
• Five years' experience as a Senior Secretary or Personal Assistant in a higher education or human resources environment.

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;
• Names, e-mail addresses and telephone details of three referees whom we have permission to contact.

CLOSING DATE: 30 November 2021

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

ENQUIRIES: Cassandra Rademeyer, Tel: (012) 420 3607 or Email: Cassandra.rademeyer@up.ac.za for application of post related enquiries.

Should you not hear from the University of Pretoria by 31 December 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.