Administrative Officer [South Africa]

 

Duties/Pligte

• Managing an effective filing system.
• Handling of correspondence, answering telephone calls and performing other general office tasks where appropriate.
• Organizing and taking minutes of meetings, and assistance with the execution of actions flowing from resolutions taken by the committee

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  Receiving clients and students, as well as dealing with client and student inquiries.
• Managing the database of research projects related to the MBChB Programme.

Administrative functions in support of student tracking and support within the MBChB Programme, including:

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  Assisting with the tracking of students in terms of leave of absences, interruptions and poor performance.
• Coordinating and supporting meetings between students and the Program Coordinator or Clinical Training Facilitator within the MBChB Unit.
• Supporting the Assessment Officer within the MBChB Unit with quality assurance processes with regards to marks.
• Supporting the Wellbeing Supporter-component of the MBChB Curriculum.
• Curate and maintain the communication of information to MBChB Students, including information concerning student support structures and initiatives, as well as relevant guidelines and regulations.

Administrative support to selected academic modules and rotations, including:

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  Support for allocations of students to clinical sites and groups.
• Populating student placements on a central database.

Job Requirements/Pos Vereistes

• The ability to take initiative and work independently.
• Post-school administrative/secretarial qualification, or a minimum of three years' secretarial and/or administrative experience.
• Experience with administrative support at the level of an academic department and/or division.
• Experience of administrative support of students at undergraduate level.
• Expertise and experience with the use of the administrative and financial systems of an institution of higher education.
• High-level computer skills in at least Excel, MS Word, PowerPoint and Outlook.
• Proven excellent communication skills and flowing language skills in at least English and one other official South African language.
• Ability to function under pressure.
• Excellent interpersonal relations.
• Excellent organisational skills
• Attention to detail and a sense of responsibility

Recommendation/Aanbeveling

• Experience with the administration of undergraduate programmes/modules.
• Experience with the administrative support of academic and non-academic university staff.
• Experience with the use of Microsoft Teams, SharePoint and OneDrive.
• Experience with the use of SUN Learn or equivalent learning management system.

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