Administrative Officer by Stellenbosch University

Full job description

Duties/Pligte

Reception duties:

Assisting visitors, facilitators and students with enquiries and directing them to the relevant venues;
Providing general office support to the Department, handling electronic communication and/or telephone calls;
Providing students with practice material where required.

Administrative duties:

Managing bookings on Placement Plus and booking venues accordingly;
Compiling and monitoring statistics;
Capturing and monitoring attendance lists;
Monitoring the sign-in book for walk-in students;
Managing borrowing registers;
Logging maintenance calls on Planon;
Taking minutes during Unit meetings and distributing these minutes;
Drafting staff duty registers;
Completing ad hoc payment requests;
Annual verification and confirmation of assets on the register and retiring assets when applicable.

Financial duties:

Loading and/or editing requisitions, purchase orders, process goods receipt note (GRN), and submitting creditor invoices for payment;
Entering expense reports/spend authorisation and processing expense reimbursement;
Requesting invoice creation, submitting it to the debtor and following up on payment;
Tracking orders and deliveries of equipment and consumables;
Facilitating travel and accommodation arrangements of the SCSU staff;
Maintaining the petty cash register.

General:

Examinations: arranging catering, assisting with student duties in pre-quarantine, and printing student stickers if required;
Arranging for collection of recycling and medical waste;
Assisting with venue setup and clean-up as required;
Unlocking and locking the Unit before and after work;
Assisting with the general neatness of the Unit and kitchen;
Performing ad hoc tasks as requested by the line manager, such as simulated patient duties, cleaning and repacking recyclable items.

Job Requirements/Pos Vereistes

Recommendation/Aanbeveling

Location: Stellenbosch, Western Cape

Closing Date: 20-Mar-2024