FACULTY OF NATURAL AND AGRICULTURAL SCIENCES
DEPARTMENT OF PHYSICS
DEPARTMENTAL ADMINISTRATOR B
PEROMNES POST LEVEL 10

In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the above 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 incumbent is expected to provide personal assistance to the Head of Department, as well as to ensure ongoing comprehensive administrative and operational support for the Department of Physics, in order for the Department to successfully pursue its dual purpose of education and research at the highest levels.

Responsibilities will include:

• Acting as personal assistant and first point of contact to the Head of Department (HoD);
• Liaising and build positive relationships with various internal and external stakeholders;
• Maintaining effective communication channels in the Department and streamline departmental systems and procedures in order to optimize departmental efficiency;
• Mentoring and supervise the Division Administrators and Administrative Officers in the Dept. of Physics to ensure effective general office and departmental administration, including assisting academic staff with academic administrative support, financial administration, travel arrangements, document handling and information management;
• Database management and ensuring that departmental research outputs are captured;
• Supporting the HoD with human resource administration and management, including liaising with HR, on-boarding of new staff, maintaining leave schedules, and training/development records for the Department;
• Managing of departmental facilities, including security arrangements and liaising with relevant stakeholders regarding occupational health and safety;
• Events coordinating.

MINIMUM REQUIREMENTS:

• A Bachelor’s degree in Office Administration or comparable qualification from an accredited institution (at least NQF level 6);
• A driver’s licence.
• Five (5) years proven work experience in office administration and/or as a personal assistant at managerial level, preferably within a higher education academic and/or scientific environment; 
• Proven computer skills, including basic database management and proficiency in MS Excel.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Proficient in English, along with excellent communication and interpersonal skills in a multicultural environment;
• Familiarity with office management procedures and basic accounting principles;
• Experience in preparing reports for management;
• Highly organized and with a meticulous approach to the execution of tasks;
• Reliable, responsible, able to function efficiently under pressure, and work independently while maintaining high levels of professionalism, discretion and confidentiality;

ADDED ADVANTAGES AND PREFERENCES:

• A relevant Honours degree
• Project management or similar certificates;
• More than five years’ experience in a tertiary or academic environment.
• Experience with PeopleSoft’s Human Capital Management System, Student Services Centre, and the Financial and Enterprise Request Systems;
• Experience with the Blackboard eLearning Platform and the development of audio-visual learning materials.

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 scheme 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: 28 April 2021

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

ENQUIRIES: 

Prof C Theron, E-mail: chris.theron@up.ac.za for enquiries relating to the post content and Ms K Seerane, E-mail: kabelo.seerane@up.ac.za for enquiries related to the application

Should you not hear from the University of Pretoria by 30 June 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.

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