Job Title/Posbeskrywing Personal and Office Assistant
Location/Area
Organization/Organisasie Institutional Strategy, Research and Analytics Division
Department Description/Departement Beskrywing
Institutional Strategy, Research and Analytics Division
Personal and Office Assistant (Job Level 9)
(Stellenbosch Campus)
Ref. ASI/332/1224
To request an Afrikaans copy of this advertisement, kindly email Granton Koeberg at granton@sun.ac.za
The Institutional Strategy, Research and Analytics Division plays a critical role in and serves as a hub for advancing institutional strategy and upholding informational integrity. This is achieved through managing and supporting the institutional strategy process, managing strategic and institutional projects and related processes, overseeing, unlocking, integrating and protecting institutional information, and fostering informed decision making to serve the vision of Stellenbosch University (SU).
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Duties/Pligte
Are you a highly organised and proactive individual who thrives in a dynamic environment? We're looking for a talented Personal and Office Assistant to ensure the smooth operation of our divisional office and to provide exceptional support to our Senior Director.
Key responsibilities:
Executive support: Delivering top-notch secretarial and administrative assistance to our Senior Director, including managing their schedule, handling correspondence, and providing general office support;
Office administration: Maintaining efficient office operations by offering administrative support to the team, assisting with meeting administration, and managing documents;
Project administration: Assisting with project administration and coordination to ensure timely and successful project completion;
Financial management: Overseeing the Division's expenditure and process payments, and keeping accurate financial records.
If you're detail-oriented with a knack for multitasking and a passion for providing exceptional support, we want to hear from you!
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Job Requirements/Pos Vereistes
We will consider applicants with the following variations in terms of qualifications and work experience:
An NQF level 6 or equivalent qualification in office administration or secretarial studies, plus five years' proven experience in administrative support, managing an office and/or as an executive personal assistant; OR
An NQF level 5 or equivalent qualification in office administration or secretarial studies, plus seven years' proven experience in administrative support, managing an office and/or as an executive personal assistant; OR
A bachelor's degree in business administration, business management or related fields, plus practical skills in office management/administration, plus seven years' experience in administrative support, managing an office and/or as an executive personal assistant.
The following are also required:
Proven ability to communicate effectively in a multilingual and multicultural environment, specifically in English and Afrikaans;
Proven ability to effectively use office software, e.g. the Microsoft Office suite;
Proven experience in executing various financial tasks, for example, but not limited to, overseeing expenditure, processing payments, and keeping accurate financial records.
Competencies:
Technical competencies:
All applicants must complete an online questionnaire that illustrates their understanding of the tasks involved in a personal assistant role. Applicants selected for an interview will also be required to complete psychometric tests before the day of the interview, as well as a practical assessment on the day of the interview.
To access the questionnaire, please copy the following link into your browser: https://app.smartsheet.com/b/form/599dd12f31544e628aece3c7990b5530
Operational competencies:
Technical/professional knowledge, skills and experience: The ability to demonstrate technical and/or professional proficiency, being at the leading edge of one's field of expertise;
Communication skills: The ability to listen and respond effectively to others; to convey information and/or ideas in a written or verbal format;
Detail orientation: The ability to take all relevant detail into account to ensure effective task completion;
Time management: The ability to effectively organise one's time in order to meet deadlines; prioritising work activities;
Energy/drive: The ability to sustain a high level of energy consistently over long periods of time; demonstrating enthusiasm and a positive `can do' attitude;
Customer service excellence: The ability to exceed customer expectations by consistently delivering an exceptional customer experience; going the extra mile for the customer;
Assertiveness: The ability to confidently express one's ideas and feelings in an open and honest way without putting others down or violating their rights;
Teamwork: The ability to work effectively with others in an interdependent way in order to achieve common team objectives;
Embracing change: The ability to be open to changing circumstances, new ideas and opportunities; harnessing change; going with the change rather than against it;
Accountability: Accepting full responsibility for one's own actions, being reliable and taking ownership of job role; accepting the consequences of one's actions without making excuses and/or blaming others.
Please note that applicants who do not comply with all the requirements will not be considered.
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Recommendation/Aanbeveling
Relevant experience working within the higher education environment;
Relevant experience working within a project management environment.
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How To Apply/Hoe Om Aansoek Te Doen
#LI-POST
Stellenbosch University is committed to employment equity (EE), and appointments will be made in line with the EE plan for the specific environment as well as the institutional EE Plan of the University.
Stellenbosch University reserves the right not to make an appointment.
Documentation details
(PLEASE ENSURE THAT YOUR APPLICATION INCLUDES ALL OF THE DOCUMENTS LISTED BELOW):
A comprehensive curriculum vitae, including the names and email addresses of at least three referees;
Certified copies of qualifications and certificates;
A completed online questionnaire (referenced under "Technical competencies").
Incomplete applications will not be considered.
APPLY ONLINE AT https://www.sun.ac.za/english/careers BY USING THE APPLY NOW LINK IN THE TOP RIGHT-HAND CORNER OF THE SPECIFIC VACANCY PAGE.
The University reserves the right to investigate qualifications and conduct background checks on all candidates.
Should no feedback be received from the University within four to six weeks of the closing date, kindly accept that your application did not succeed.
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Enquiries/Navrae
Enquiries regarding this post: Dr Barbara Pool on 021 808 3080, or at bpo@sun.ac.za
Enquiries regarding remuneration/benefits, as well as technical assistance with the electronic application process: Human Resources Client Services Centre on 021 808 2753 (Stellenbosch) / 021 938 9636 (Tygerberg), or at sun-e-hr@sun.ac.za
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Currency
Commencement Date 01-Mar-2025
Closing Date 03-Jan-2025
Click HERE to Apply
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