The University of Johannesburg (UJ) is a vibrant and cosmopolitan institution, guided by its bold UJ Strategy 2035, which emphasises Societal Impact and Sustainability, Global Footprint and Partnerships, and Technology for the Future. Committed to transformative change, UJs mission is To transform and serve humanity through innovation and the collective and collaborative pursuit of knowledge. The University is guided by the vision of building An international university of choice, anchored in Africa and the global south, dynamically shaping a sustainable future".
Responsibilities
Job description
Administration & Support
- Provision of high quality and confidential administrative support to all PsyCaD staff including data management.
- Management of the Directors diary and daily schedules ensure that urgent matters are prioritised.
- Assist with requests to the Director, collect and collate information from internal and external stakeholders.
- Secretariat of PsyCaD Management meetings- prepare agendas, papers, and minutes, monitor, and undertake follow up actions.
- Scheduling and coordination of internal and external engagements (virtual/in-person) including sourcing and collecting material to ensure the required
- information is on hand in an easily accessible format.
- Organise travel and monitor travel arrangements to enable effective use of time and travel budget.
- Handling arrangements for venues, catering for meetings or functions and other ad hoc event planning tasks.
- Assistance with the collation of reports, presentations, and documents to ensure high quality and achieved within the set timeframes.
- Assistance with the roll out of all relevant customer related surveys and forms.
- Contribute and package content for PsyCaD microsite in consultation with the Director: PsyCaD.
- Liaise with various divisions on campus and coordinate professional service delivery.
- Perform daily routine administrative tasks such as diary management, professional statistics record keeping, process notes, report writing, referral letters, e mail responses, telephonic enquiries, general enquiries, record-keeping methods.
- Undertake ad-hoc departmental day-to-day assistance as and when required assigned by the Director: PsyCaD or PsyCaD Team Leaders.
- Ensure the provision of accurate and complete supporting documentation for financial transactions.
- Ensure effective communication with PsyCaD staff regrading internal controls, financial liability, and the management of financial risks in consultation with the Director.
- Effective administration of crisis matters that might report to the Directors office, including ensuring accurate management and tracking.
- Make referrals where necessary to the relevant stakeholders.
- Provide administrative support for all PsyCaD projects.
- Marketing administration of UJ psycho-social projects.
- Create and curate content for social media platforms.
- Adherence to legislation and UJ policies.
- Attend applicable workshops, lectures, activities as it pertains to administrative assistants and PsyCaD.
- Professional reports and documentation as required within PsyCaD and ADS
- Participation in CE projects and initiatives where relevant.
- Participate in collaborative projects with internal/external stakeholders where appropriate.
- A Diploma/ Advanced Certificate (NQF 6) in the field of Administration, Psychology, Social Work, Marketing or Human Resources Management.
- Three (3 ) years experience in office administration and related systems.
- Three (3) years experience in financial administration and related systems.
- Three (3) years experience in working within higher education.
- Three (3) years experience in online/cloud platforms.
- Three (3) years' experience in marketing administration for departmental projects.
- Computer literacy and proficiency in MS Office/365 (Word, Excel, PowerPoint, Outlook, Teams, and One Drive) and other relevant software.
- Proficiency in the use of social media and online/cloud platforms.
- Knowledge of structure and content of the appropriate language including the meaning and spelling of words, rules of composition and grammar.
- Knowledge in current research methodology and research project development.
- Knowledge of change management.
- Knowledge of the requirements associated with operating within a counselling service environment.
- Good problem-solving skills and ability to use independent judgment to manage and impart confidential information.
- Ability to make professional decisions and work with others.
- Good training and development skills.
- Able to critically reflect on all aspects of own contribution to the role and a commitment to continuous improvement and creative ways of working within a multidisciplinary team.
- Good administration and reporting skills, including report writing.
- Ability to work within strict ethical guidelines.
- Availability to work flexibly (after hours) and travel as appropriate to meet the needs of UJ.
- Ability to critically reflect on all aspects of own contribution to the role and a commitment to continuous improvement and creative ways of working within a multidisciplinary team.
- Ability to work within strict ethical guidelines as prescribed by relevant legislature and organisational policies and procedures.
- Good problem-solving skills and ability to use independent judgment to manage and impart confidential information.
- Ability to make professional decisions and work with others.
- Good training and development skills.
- Ability to handle students with diplomacy, tact, and sensitivity.
Enquiries regarding job content: Dr. Maria Ramaahlo (Director: Centre for Psychological Services & Career Development) at Tel: 011 559 3099
Enquiries regarding remuneration and benefits: Ms. Busisiwe Dumezweni (HCM Business Partner) at Tel. (011) 559 3012
