Secretary - Durban University of Technology

eg. Accountant or Accounting or Kempinski

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Secretary - Durban University of Technology

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Key Responsibilities:

  • Provides a full range of high-level administrative and secretarial support to the Senior Director which includes managing the diary.
  • Confirms daily schedule and work plan and arranges appointments in a time-effective manner.
  • Provides a variety of support tasks that may be highly sensitive and confidential.
  • Type correspondences, reports, and presentations, including layout and formatting.
  • Ensures the office of the Senior Director is properly briefed and familiar with the agenda in advance of all meetings.
  • Without any supervision, undertakes to ensure that all matters requesting the Senior Directors' intervention are executed timeously.
  • Organises meetings and provides relevant documentation timeously for meeting participants.
  • Organises domestic and foreign travel/accommodation arrangements and forex for the Senior Director and other relevant staff. Prepares and keeps records of all travel vouchers in accordance with DUT procedures.
  • Organises functions as required. Compiles guest lists, organise venues, and arranges/coordinates catering requirements within budget limitations.
  • Makes minor/routine administrative decisions within the bounds of the authority level of the position.
  • Prepares routine correspondence and assembles data for complex reports, e.g., staffing schedules, study leave requests, and motivation for budgets.
  • Co-ordinates, monitors, and orders primary office supplies in accordance with DUT purchasing procedures and administrative controls.
  • Oversees servicing and maintenance of office equipment in the Senior Directors’ office.
  • Follow up with the ambit’s heads of Secretaries on deadlines for submitting data.
  • Maintains efficient backup of computerised documentation, records, and statistics.
  • Compiles the Senior Directors’ office budget for approval.
  • Liaises efficiently with external vendors and other parties as required.
  • As the frontline representative to the Senior Director promotes the image of the office by promptly, efficiently, and diligently attending to all duties and tasks.
  • Ensures personal and professional self-development, e.g., by attending relevant training courses to update skills or acquire new skills in line with new developments/ technology.



Minimum Requirements:

  • National Diploma (NQF Level 6) in Secretarial/Office Management/Administration/Business Administration, or relevant qualification.
  • Minimum 5 years in a Secretarial/ Admin position, of which at least 3 years of secretarial experience at a senior management level.
  • Experience in Office Management, involving multidisciplinary functions.
  • Considerable knowledge of standard secretarial practices and Business English, modern office equipment, practices, and procedures.
  • Demonstrable high-level knowledge, and experience in computer literacy in particular Windows-based computer programs including MS Office, and the Internet.
  • Able to work independently and under pressure, and to priorities according to deadlines.
  • Ability to compose a variety of letters and memorandum and to perform office management details without referring to the line manager.
  • Demonstrated organizational and planning skills and the ability to promote process improvements to create institutional efficiencies.
  • Good interactive and PR skills and must be able to competently interact with a culturally and ethnically diverse population across the university.
  • Understanding of budget reporting and MS Excel skills with the ability to learn University operational and financial systems.
  • Excellent communication skills – verbal and written/electronic with the ability to interact effectively with constituents at all levels required.

Salary: Market-related

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