Senior Administrative Assistant - Department of Human Resources

Job Description

DEPARTMENT OF HUMAN RESOURCES

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 countrys top research Universities and gives us a competitive advantage in international science and technology development.

The Senior Administrative Assistant is responsible for the effective and systematic control and maintenance of staff records.

Responsibilities

• Provide advice and assistance to clients on the retrieval, organising, destruction and archiving of records, continuously;
• Ensure that confidential records are handled according to the prescribed guidelines;
• Identify and implement service improvements in record management;
• Capture and store staff records on the relevant system;
• Examine records for legibility, completeness, quality and retention requirements and communicate feedback to the relevant stakeholders;
• Receive and organise records by verifying that they are properly sequenced and categorised in accordance with standard operating procedures (SOPs);
• Ensure quality control by screening records on the Electronic Record Management System (ERMS) for duplicates and general errors;
• Ensure that all records captured on the ERMS are available with the necessary accurate and high-quality indexing data;
• Perform random quality checks on historic files;
• Ensure compliance with all applicable legal requirements, as well as UP Record Management policies and ensure procedures on a continuous basis;
• Assist in the development and maintenance of folder structures to ensure compliance with administrative, legal, and financial requirements; and
• Provide general office support through the preparation of routine correspondence and ad hoc reports.

Minimum Requirements

• Grade 12 with three years of relevant experience in records management and electronic records management systems; Office administration and database administration.

OR

• 3 years Diploma in Human Resource Management, Administration, Business Management, or a related field with one year of work experience in records management and electronic records management systems; Office administration and database administration.

Required Competencies (skills, Knowledge And Behavioural Attributes)

• Knowledge of HR principles, practices, philosophies, processes and procedures;
• Knowledge and understanding of building effective and collaborative working relationships;
• Project management principles and applications;
• Knowledge of legislative requirements for records management;
• Microsoft PowerPoint, Word and Excel;
• Client service orientation;
• Conflict handling skills;
• Ability to work under pressure without compromising detail and accuracy;
• Attention to detail; and
• Organising and prioritising skills.

ADDED ADVANTAGES

• 2 years experience at a higher education institution .

PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.

The remuneration package will be commensurate with the incumbents 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, e-mail addresses and telephone details of three referees whom we have permission to contact.

CLOSING DATE: 03 July 2025

No application will be considered after the closing date, or if it does not comply with at least the minimum requirements.

ENQUIRIES: Ms M Makena, Tel: (012) 420- 5261 for application-related inquiries, and Ms K Lekgari, Tel: (012) 420 2640 for inquiries relating to the post content.

Should you not hear from the University of Pretoria by 31 August 2025, 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 may 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.