HR191. Dean of EBE. Executive Assistant to Dean. Faculty Office Manager (PC12) Undergraduate Manager (PC10) Postgraduate Manager (PC10)
HR191 NOTES
JOB DESCRIPTION
Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm This form serves ...
Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm This form serves as a template for the writing of job descriptions. A copy of this form is kept by the line manager and the job holder.
The main purpose of this position is to provide an effective and efficient administrative service to the Faculty Office in all aspects of reception and student administration.
7 March 2016
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JOB CONTENT Key Performance Areas (4 – 6) Management of reception
General Administrative support
Communication
7 March 2016
% of time spent 20%
20%
20%
Activities / Objectives / Tasks
Results / Outcomes
Maintain reception area in a neat and professional way.
Positive and professional image of the faculty office is maintained
Respond to queries from visitors, staff, students and applicants who come to the faculty office in person. Provide information to applicants on entry criteria.
Accurate information and effective client service is provided.
Manage flow of visitors to the faculty manager and the postgraduate and undergraduate sections.
Visitors know where to go and who to see
Ensure that resources such as administrative forms are available and up to date
Forms and other resources are available
Receive and distribute telephone calls
Accurate information and effective client service is provided. Calls are referred correctly where relevant
Manage roster of relief reception staff for lunch and leave periods
Reception desk is always staffed
Capture of student record data on Peoplesoft such as curriculum and mark changes, leave of absences, cancellations and progression statuses.
Student records are accurate.
Assist with graduation duties such as issuing of tickets
Tickets are issued to the correct persons.
Respond to email queries, write leave of absence and other letters and emails. Assign communications in Peoplesoft.
Accurate and complete information is provided using correct spelling and grammar.
Manage incoming and outgoing postal and
Items reach intended
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Printing, photocopying and filing
Matriculation exemption
General
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20%
10%
10%
courier items
recipients, accurate records of registered items are kept
Maintain membership registries and mailing lists for committee meetings and circulating minutes.
Lists are up to date and minutes reach the intended recipients.
Print and photocopy as needed, monitor workflow in Webnow and print incoming documents.
Webnow documents and other printing is done correctly. Photocopies done as needed.
Keep applicant and student files in order, open new files, file administrative forms in student files, annual update of filing system, archive registration forms
Files are alphabetised and forms are in the correct files. Archive receives forms as per retention schedule.
Maintain an Excel database of students who need to apply for matriculation exemption and communicate with them.
Excel database is complete and up to date
Assist students with completion of forms and payments.
Forms are correctly submitted.
Liaise with Universities South Africa
Information is obtained and conveyed to students and staff.
Compile bi-annual reports on matric exemption for the Registrar’s office.
Reports are correct and meet deadlines.
Follow up on outstanding exemptions.
All students have matric exemption well before graduation.
Order supplies, anticipate stationery needs for each stage of the academic year and ensure stock is available. Ensure that kitchen supplies are replenished.
Stock is always available.
Manage calendar for meetings venues and order refreshments
Meetings are booked and refreshments arrive.
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Log calls for maintenance issues
Maintenance problems are quickly resolved.
Receipt, control and issuing of handbook stock
Books are issued to intended recipients.
Contribute to the broader activities of the faculty office, such as Open Day and Orientation.
Participation as required.
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Minimum Qualifications
MINIMUM REQUIREMENTS A 2-year administrative or secretarial qualification
Minimum Experience
3 years appropriate administrative experience Excellent computer skills Excellent writing and numeracy skills
