Administrator: Registrar's Office

Overall Job Purpose

• To provide comprehensive administrative, secretarial, operational, and coordination support to the Registrar, Deputy Registrars, and the broader Registrar's Office.
• The incumbent will ensure the efficient functioning of the division by effectively managing administrative processes, stakeholder engagement, governance support, records management, meeting administration, and office operations.

Duties and Responsibilities

Executive and Administrative Support

• Provide professional administrative support to the Registrar, Deputy Registrars and the OoR Team.
• Manage calendars, appointments, meetings, and travel arrangements where required.
• Coordinate diaries and scheduling to optimise time management.
• Screen and manage incoming correspondence, calls, and enquiries.
• Draft, edit, format, and distribute correspondence, reports, presentations, and official documentation.
• Follow up on action items and deadlines on behalf of the Registrar's Office.

Qualification Verifications

• Verifications of student records on MIE, PURQ and DOTS platforms as well as those received via the Assist platform and on the Registrar's email address.
• Ensure that the Consent form has been submitted by the candidate.
• Ensure that the correct identification of qualification/course type has been made.
• Establish whether the student completed the course/qualification or whether they were merely registered.
• Reporting/recording of allegedly fraudulent qualifications and compilation of alleged fraud letters.

Query Management

• Assign cases / queries to Registrar team to ensure that responses are given to customers within SLA.
• Close the loop on queries escalated where necessary and handle in terms of the Complaints HTG.

Operational Coordination

• Coordinate day-to-day administrative activities within the Registrar's Office.
• Assist with planning and coordination of departmental projects and initiatives.
• Monitor progress against administrative deliverables and deadlines.
• Support implementation of process improvements and operational efficiencies.
• Facilitate communication and coordination across departments and stakeholders.

Stakeholder Liaison and Communication

• Serve as a professional point of contact for internal and external stakeholders.
• Respond to routine enquiries and escalate complex matters appropriately.
• Coordinate communication between the Registrar's Office and various institutional departments.
• Assist with preparation of institutional communications and announcements.

Reporting and Data Administration

• Compile administrative reports, dashboards, and status updates.
• Assist with gathering and consolidating information for management reporting.
• Maintain departmental statistics and operational records.
• Support audit and compliance reporting requirements.

Financial and Procurement Administration

• Process purchase requisitions and procurement requests.
• Monitor departmental administrative budgets and expenditure records.
• Coordinate invoice processing and payment follow-ups.
• Maintain records relating to departmental procurement activities.

Event and Project Support

• Assist with the planning and coordination of institutional events, workshops, and meetings.
• Support graduation-related administrative activities where applicable.
• Coordinate logistics, venues, catering, and stakeholder communication.
• Assist with project administration and tracking.

General Office Administration

• Maintain office systems and administrative procedures.
• Ensure availability of office supplies and resources.
• Coordinate administrative support services for the division.
• Perform any other administrative duties as reasonably required.

Minimum Educational Requirement

• Diploma or Degree in Business Administration, Office Management, Public Administration, Higher Education Administration, or a related field.

Minimum Work Requirement

• Minimum 3–5 years' experience in an executive support, personal assistant, or senior administrative role.
• Experience within a higher education environment will be advantageous.

Competencies

• Higher education administration and governance structures.
• Office management principles and practices.
• Records management and document control.
• Institutional governance and compliance processes.
• Microsoft Office Suite Word, Excel, PowerPoint, Outlook, Teams.
• Report preparation and data management.

Closing Date 01 September 2026