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Secretary Environmental Health(Internal Advert)Health Sciences

NMU
2 days ago
Full-time
On-site
Gqeberha, Nelson Mandela Bay Metro, South Africa
Public Health & Advocacy

Nelson Mandela University reserves the right not to make an appointment. In considering candidates for appointment into the advertised posts, preference will be accorded to persons from a designated group in accordance with the approved Nelson Mandela University Employment Equity Plan

CORE PURPOSE OF JOB

The incumbent is expected to deliver comprehensive administrative and secretarial functions to the Environmental Health Department on the Summerstrand – North Campus, ensuring the Department functions efficiently and effectively.

KEYPERFORMANCEAREAS
  1. 1.  Executive & Secretarial Support
  • Provide comprehensive secretarial and administrative support to the Head of Department (HOD).
  • Prepare, coordinate and support departmental meetings, functions and events.
  • Record accurate minutes and manage meeting documentation for departmental staff.
    • Manage the daily operations of the HOD office to ensure an efficient working environment.
  1. 2.  Office & Resource Administration
  • Oversee general office administration and workflow within the department.
  • Manage consumables, assets and storeroom stock control.
  • Report and follow up on maintenance issues relating to offices and lecture venues.
    • Provide content and information for the departmental website and related communication platforms.
  1. 3.  Academic Administration Support
  • Facilitate and support student enrolment processes.
  • Administer academic processes, including:
    • Loading marks and assessment criteria on ITS
    • Liaising with the Assessment Office
    • Booking lecture venues and assessment venues
    • Support the smooth execution of departmental academic activities in line with university procedures.
  1. 4.  Financial Administration
  • Process and monitor financial transactions between the department and internal/external stakeholders.
  • Facilitate procurement of assets and consumables in accordance with university policies and procedures.
  • Maintain accurate financial records and documentation.
  1. 5.  Human Resources Administration
  • Execute departmental HR processes, including:
    • Loading short-term contracts
    • Requesting ICT services
    • Submitting claims and related HR documentation
    • Provide administrative support for staffing-related processes.
  1. 6.  Communication & Stakeholder Liaison
  • Serve as a communication hub for the department.
  • Prepare and disseminate written and telephonic correspondence to staff, students and stakeholders.
  • Interact daily with students, members of the public, clients and customers.
  • Assist and refer queries to relevant university departments.
  • Liaise with external service providers as required.
  1. 7.  Occupational Health & Safety
  • Ensure departmental offices and lecture venues comply with minimum Occupational Health and Safety (OHS) requirements.
  • Serve as the departmental First Aider.
  • Act as the Health and Safety Representative for the department.
  1. 8.  Frontline & External Support Services
  • Manage incoming telephone calls and general enquiries.
  • Provide professional frontline support to internal and external stakeholders.

CORECOMPETENCIES
  1. Advanced knowledge of professional secretarial and office management tasks.
  2. Demonstrated accuracy in financial administration skills.
  3. In-depth knowledge of and experience in discipline-specific national and/or international professional societies and councils associated with Environmental Health.
  4. Demonstrated experience in working with multiple academic processes efficiently
  5. Knowledge of applicable university policies and protocols.
  6. Demonstrated ability to work well in a multicultural and diverse environment and to deal with and resolve issues, problems, conflicts and any crisis that may arise.
  7. Ability to manage time and deliver high-quality work under pressure in a large and busy department.
  8. Excellent interpersonal skills.
  9. Working in Moodle and related university online and academic programs and systems

POSTREQUIREMENTS

To be considered for this post, candidates must meet the following non-negotiable requirements:

1. Matric PLUS a completed one-year diploma in Secretarial/Office Management/Communication/ Administration or equivalent.

  1. Completed two years of work experience in a secretarial or departmental administration position.
  2. Experience in working with a learning management system or related academic online programs used at a higher education institution.
  1. Proven ability to work in Microsoft Office Suite products (Word, Excel, Outlook).
  2. Experience with procurement systems.

The following requirement may be an advantage:

Previous secretarial/administrative assistance experience at a higher education institution.

ADDITIONALINFORMATION

Applicants are to submit a cover letter or details on their CV explaining how their skills match the post requirements, provide an updated CV, a copy of their ID and certified copies of their completed qualifications.

Closing Date:

Please note that no late applications will be accepted.