Administrative Officer

Department Description/Departement Beskrywing

Faculty of Medicine and Health Sciences

Department of Internal Medicine Division of Neurology

Administrative Officer (Post Level 11)

(Tygerberg Campus)

Ref. TGB04/356/0926

Duties/Pligte

This role supports the administrative functions within the independent academic division, ensuring smooth operations across student, financial, and HR domains.

• Divisional Administration:

• Providing administrative support within the Division as directed by the HOD.

• Assisting with obtaining copyright permissions for articles to be used by facilitators.

• Assisting with the dissemination of relevant information to students / stakeholders.

• Coordinating submissions to Ethics Committees.

• Facilitating and coordinating updates to annual reports, yearbooks, inventories and prospectus revisions as required.

• Facilitating and coordinating visitor administration, which includes making parking arrangements and receiving visitors.

• Processing University Access cards and access control.

• Facilitating marketing material, brochures, flyers and promotional items through the Facultys Marketing and Communication Division.

• Facilitating travel and accommodation arrangements of academic staff.

• Logging maintenance calls on Planon.

• Processing SUNID applications, access cards and access control.

• Providing administrative support within the Department as directed by the HOD.

• Providing general office support for the Department, handling electronic communication and/or telephone calls.

• Scheduling meetings, department diaries, managing invites, preparing agendas, minute taking, and distributing the minutes and action points.

• Logging maintenance calls.

• Financial Administration:

• Accounts receivable requesting invoice creation, submitting to debtors and following up on payment.

• Asset management annual verification and confirmation of assets on the register, and retiring assets when applicable.

• Expense claims entering expense report/spend authorisation and processing expense reimbursement.

• Procurement - loading and/or editing requisitions, purchase orders, processing goods receipt note (GRN), and submitting creditor invoices for payment.

• Facilitating travel and accommodation arrangements of academic staff.

• Processing D20 and/or ad hoc requisitions.

• Human Resources Administration:

• Assisting with the onboarding of new staff and the scheduling of training and development interventions on request of the HOD.

• Providing administrative support for fixed-term contract appointments.

• Assisting with the onboarding of new staff and the scheduling of training and development interventions on request of the HOD.

• Providing administrative support for fixed-term contract appointments.

• Student Administration:

• Assisting with following up unregistered students to ensure that they are re-registered.

• Assisting with annual reporting on available postgraduate programmes, current registration and enrolment planning.

• Assisting with undergraduate and postgraduate professional body registration, and submitting required information.

• Distributing accurate class lists and maintaining attendance registers.

• Distributing online clinical platform surveys to students when requested by the programme coordinator.

• Ensuring that assessments are timeously scheduled according to standard operating procedures.

• Facilitating leave of absence (loa) applications for undergraduate and postgraduate students.

• Facilitating the discontinuation, interruption or re-admission of studies process and ensuring that it is communicated to all relevant stakeholders.

• Handling undergraduate and postgraduate applications submitted on SUNStudent.

• Loading marks for undergraduate and postgraduate modules.

• Managing, uploading, coordinating and scheduling academic activities of the programme on Placement Plus.

• Processing the required administrative documents with regards to external moderators and/or examinators.

• Providing secretariat duties for the Postgraduate Committees, Research Committees and Undergraduate Committees, which includes writing and coordinating

reports.

• Requesting changes to student records.

• Submitting relevant information on SUNScholar, SUNStudent, PAS and research administration systems.

• Uploading and downloading learning material on SUNLearn / support to students and lecturers.

Job Requirements/Pos Vereistes

• National Senior Certificate or a certificate equal to NQF Level 4.

• National Vocational Certificate Level 4.

• At least two years' experience in general office administration.

• Knowledge of advanced administrative, operational or customer service skills acquired through education, experience, or on the job training.

• Proficiency in office software and administrative systems.

Recommendation/Aanbeveling

• Knowledge of policy and procedures related to university administration.

• Relevant experience in student administration at a tertiary institution.

• A working knowledge of SUNFin, SUNScholar, SUNStudent, SUNOnline and research administration systems.