SEFAKO MAKGATHO HEALTH SCIENCES UNIVERSITY: ADMINISTRATIVE ASSISTANT

SEFAKO MAKGATHO HEALTH SCIENCES UNIVERSITY: ADMINISTRATIVE ASSISTANT





Closing date: 5 July 2023 

Ref: 48/2023/KM/P13 

The University is looking for an energetic individual who will perform the day-to-day activities required for the smooth running of the Cleaning Section through the provision of effective administrative support assistant services. He/she will perform duties to support the administrative operations of the department and any other responsibilities as requested. The incumbent reports to the Head: Cleaning and must meet the requirements, and competencies and be responsible for the key performance areas below.  

REQUIREMENTS

• Matric/Grade 12 
• One (1) to two (2) years of relevant experience  
• Computer literate (Ms. Word, Excel, PowerPoint, internet, email 

 COMPETENCIES  

• Technical/professional knowledge and skills • Organizational and time management skills • Results and quality orientation 
• Written and oral communication skills 
• Ability to work independently and as a team member 
• Confidentiality, tact, and discretion when dealing with student information 
• Good written and verbal communication skills 
• Good interpersonal skills 
• Problem-solving skills 
• Client service orientation 

KEY PERFORMANCE AREAS  

• Compile and circulate dates of monthly staff/other meetings, set up meetings and venues via the electronic diary, and co-ordinate meetings/functions  
• Take minutes, type them up, and distribute them to meeting attendees 
• Receive telephone calls and direct them to the appropriate staff or deal with the inquiry and take messages 
• Receive all incoming emails and letters/correspondence 
• Keep records of all correspondence 
• Manage HOD diary 
• Maintain and reconcile vendor accounts and liaise with creditors regarding queries
• Follow up on invoices for payment and submit purchase orders for payment to the required office 
• Processing and monitoring purchases and ordering cleaning material   
• Maintaining the inventory level required for the section 
• Implement and maintain a relevant document management system for the procurement function 
• Receive purchase order requests from relevant parties and ensure that all PO requests are signed off by the designated signatories and obtain approval
• Communicate with all vendors regarding outstanding deliveries and payment procedure 
• Clearing unpaid POs monthly 
• Ensure that all necessary documentation relating to SMU travel has been completed and submitted  
• Develop relevant reports as and when required 
• Communicate and consult with relevant stakeholders 
• Contribute to the overall development of SMU and actively improve institutional culture 
• Any other duties assigned by the HOD and/or Director 

Applications through Employment Agencies will not be considered.  Typed applications (quoting the reference number) which should contain a comprehensive curriculum vita, certified copies of all qualifications, and contact details of three referees, should be forwarded, for the attention of Mr. AK Mothabela to the Human Resources Department, P.O Box 68, Medunsa, 0204, or by email at hr.recruitment7@smu.ac.za  

APPLICATIONS MAY ALSO BE HAND DELIVERED TO (PLACE IN AN APPLICATION BOX):  HUMAN RESOURCES DEPARTMENT, 5TH FLOOR, CLINICAL PATHOLOGY BUILDING, SEFAKO MAKGATHO HEALTH SCIENCES UNIVERSITY, MOLOTLEGI STREET, GARANKUWA, OR HUMAN RESOURCES DEPARTMENT, P.O BOX, 68, MEDUNSA, 0204  It is the applicant’s responsibility to have foreign qualifications evaluated by the South African Qualification Authority (SAQA). Failure to submit the requested documents/information will result in your application not being considered.  Telephonic inquiries regarding conditions of service: (012) 521-4433




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