DEPARTMENT OF ENROLMENT AND STUDENT ADMINISTRATION
SENIOR ADMINISTRATIVE ASSISTANT
PEROMNES POST LEVEL 11

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.

JOB PURPOSE:

The purpose of this job is to provide office support, client liaison and career advisement, do accounting for career events, and general administrative tasks in the Career Services office. The incumbent will assist companies to get information and make bookings for the various career events, and assist with the project management of career events. Assist with compiling invoices, do credit control on bad debt, as well as provide support to the manager and the project coordinator of the Career Service office.

RESPONSIBILITIES:

The successful candidate's responsibilities will include, but are not limited to:

• Accounting administration and debtor control: 
  • Prepare quotes to companies for job advertising and career day participation;
  • Calculate relevant discount on recruitment packages as selected by employers;
  • Prepare invoice requests on behalf of the manager;
  • Ensure that invoice requests are completed before commencement of services to companies;
  • Keep a database of invoice requests and ensure that all services are billed for;
  • File all invoices as soon as they are prepared;
  • Quality control the invoices before dispatching them to clients;
  • Dispatch electronic invoice copies to clients;
  • Prepare credit notes if necessary;
  • Follow-up of accounts not paid after 60 days;
• Customer relationship management:
  • Assist the project coordinator, and liaise with clients and answer queries;
  • Send out invitations to clients as instructed by manager/project coordinator;
  • Research new employers (HR contact details) to invite to the events;
  • Determine the needs of the academic staff with regards to exposing finalists to employment opportunities;
  • Assist with booking procedure and sending out of confirmation letters;
  • Arrange student assistants to assist at the career expo, career week, and faculty specific career days;
• Job advertising:
  • Upload job advertisements on the UP-CareerHub portal and notice board;
  • Send out the job advertisements to the student database and relevant departments/faculties;
  • Answer enquiries about job advertisements;
  • Provide support to students having problems with the career portal;
  • Update and maintain job advertisement folder;
• Career events - Project assistance:
  • Assist the project coordinator in sending out invitations to companies for career days;
  • Receive registration forms, and capturing and entering data onto the career day registration database;
  • Acknowledge receipt of registration forms and sending out confirmation emails as prepared by the line manager;
  • Schedule, brief and manage temporary staff during career days, and ensuring that the claim forms are prepared before the deadline for the manager and project coordinator;
  • Provide support to the manager/project coordinator to ensure effective flow of proceedings of career days;
• Information and support service to students:
  • Provide information to students and answering queries about employers and the available vacancies;
  • Make the career publications received such as GRAD X, Careers SA, and Career Campus easily available to students;
  • Ensure that document supply (templates, examples) is readily available and easily accessible to students;
  • Assist students with the enrolment in the Ready for Work programme;
• Marketing and “Ready for Work”:
  • Assist with creating awareness of the Career Services office through providing input into the strategy objectives;
  • Provide input and assist with the marketing campaign (posters, TuksFM, Perdeby, student faculty houses, faculties, Corporate Communication and Marketing) of the Career Expo, Career Week, and faculty specific career days;
  • Marketing and promote “Ready for Work” program on all UP campuses;
• Administrative control:
  • Answer, refer and deal with incoming calls and emails on a daily basis;
  • Keep daily electronic, voice, and walk-in statistics;
  • Deal with, and referral of walk-in clients;
  • Administer and maintain filing system of the Career Office;
  • Operate office machines such as photocopying, faxing and filing;
  • Register and maintain student details on undergraduate and postgraduate database;
  • Extract data from the respective databases in applicable formats;
  • Update and maintain employer database;
  • Carry out ad hoc instructions and tasks;
  • Update payment profile of companies for future invitations.

MINIMUM REQUIREMENTS:

• Relevant Diploma with one years’ experience in the following: 
  • Work experience in a financial or HR environment;
  • Administrative experience;
  • Client care environment;
  • Stock control;

 OR

• Grade 12 with three years’ experience in the following: 
  • Work experience in a financial or HR environment;
  • Administrative experience;
  • Client care environment;
  • Stock control.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• UP policies and procedures;
• Financial management skills;
• Marketing skills and knowledge;
• Presentation skills;
• Computer literate;
• Asset management and stock control;
• Critical and analytical skills;
• Adaptability to changing working environments;
• Excellent interpersonal skills.
• Excellent communication skills (Written and verbal);
• Conflict resolution and management;
• Diversity management.

ADDED ADVANTAGES AND PREFERENCES:

• Qualification in the field of Human Resources, Marketing or Financial Management;
• Two years’ experience in: 
  • Debtor control and debt collection;
  • Administering graduate recruitment programmes.
• Valid driver’s licence.

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, email addresses and telephone details of three referees whom we have permission to contact.

CLOSING DATE: 11 August 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, zolani.gqabi@up.ac.za for application-related enquiries, and Ms Michele Le Grange, michele.legrange@up.ac.za, for enquiries relating to the post content.

Should you not hear from the University of Pretoria by 31 October 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 will 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 not to fill the advertised positions.