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Departmental Secretary, Department of Foundation Phase, Faculty of Education (Internal only) - (7811)

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Job Title

Departmental Secretary, Department of Foundation Phase, Faculty of Education (Internal only)

Faculty

Education

Department

Cape Peninsula University of Technology -> Education -> Foundation Phase

Campus/ Location

Mowbray Campus - Mowbray, Cape Town, WC ZA (Primary)

Job Type

Permanent

Occupational Function

Support / Admin

Number of Positions

1

Annual Salary Package (incl. Medical Aid rate based on principal member only)

To be confirmed

Advert Closing Date

14/4/2025

Job Purpose

Applications are specially invited to provide secretarial and administrative support to the Foundation Phase Department which includes three programmes, the Foundation Phase degree, the Diploma Grade R and the Diploma in Early Childhood Care and Education. The incumbent will be required to ensure effective and efficient rendering of quality service and will report to the Head of Department of the Foundation Phase. The incumbent will be required to perform secretarial duties such as organizing, arranging and preparing of meetings, minute taking; handling of correspondence, receiving visitors as well as answering telephone calls and render Departmental support to students and staff queries.

Job Knowledge, Skills and Experience

Grade12 (Matric)
At least two years’ relevant secretarial experience and/or relevant office administration experience
Good knowledge and practical experience of the following software programmes: MSWord,Excel, PowerPoint, Outlook, etc
Fluency in English
Excellent communication skills

Recommendations"

A National Diploma in Office Management Technology or an equivalent related three (3) year qualification which focuses on secretarial/administration skills

Key Performance Areas / Principal Accountabilities

Organize meetings as per request from relevant senior staff,
Prepare meeting agenda and circulate relevant invitees,
Prepare relevant documentation for meetings as per request,
Arranging and attend meetings as requested for the purpose of taking minutes, finalize minutes to be ready for approval,
Receive visitors for the department.

Administration:

Handle administration pertaining to department main functions, ranging from administration of examinations, correspondence, timetables, handling of tests/examination scripts, processing of application forms
Administration and submission of human resources/payroll documentation

Database Administration:

Collate information for inputting on the system, check data for correctness, update data on regular basis.

Departmental liaison:

Liaise with HODs as per request, liaise with support departments/units/sections.
Records administration:
Organize record administration for the department,
File all records and documents,
Retrieve requested records and documents.

Phone coverage:

Answer telephone calls and route them accordingly, take messages if staff is not available, follow up on calls that need to be returned, respond to messages left on voicemail.
General office operations:
Order stationary for the department,
Maintain stock related to the functionality of the department, Ensure full functionality of office equipment.

Department Support:

Attend to students’ and staff queries related to the department,
Participate in department activities such as registration and graduations. Perform other functions as may be assigned by the line manager.

Competencies

Adaptability to a changing environment
Good verbal and written communication
Good verbal and written communication
Good interpersonal skills
Good planning and organizational skills
Initiating action to meet deadlines
Minutes taking skills
Computer literacy
Strong Learner/Client focus
Managing work (including time Management)
Attention to detail
Professional/Technical knowledge
Interpersonal skills
Stress tolerance
Safety awareness
Self-motivated
Ability to work under pressure
Ability to work independently as well as in a team
Contributing to team success
Good work standards and ability to manage work

General Information

Closing date: 14 April 2025
For enquiries and assistance with your on-line application, please contact Ms Viwe Lalela, Human Capital Department on lalelav@cput.ac.za or 021 460 3351

NB: PLEASE NOTE THAT THIS SYSTEM DOES NOT ALLOW APPLICANTS TO UPLOAD CVs. IT IS THUS IMPORTANT THAT APPLICANTS COMPLETE ALL SECTIONS COMPREHENSIVELY AS FAILURE TO DO SO MIGHT DISADVANTAGE YOU. PLEASE UPDATE YOUR APPLICATION ON THE SYSTEM WITH THE LATEST INFORMATION AS THIS WILL BE THE ONLY CRITERIA USED FOR EVALUATION OF YOUR APPLICATION BY OUR PANEL.

The Cape Peninsula University of Technology is committed to Employment Equity and aims to attract and retain talented individuals to achieve our equity objectives and therefore, people from the designated groups, including those with disabilities are encouraged to apply. Preference will be given to applicants whose appointment contributes towards the achievement of demographic representation. We reserve the right not to make an appointment.

Copyright, Cape Peninsula University of Technology.
We are a university in Cape Town, South Africa and the only university of Technology in the Western Cape province.
We are also the largest university in the province.

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Cape Peninsula University of Technology

Job Details

Departmental Secretary, Department of Foundation Phase, Faculty of Education (Internal only) - (7811)