J O B S P E C I F I C A T I O N & R E C R U I T I N G P R O F I L E O F V A C A N C Y

Transcription

1 J O B S P E C I F I C A T I O N & R E C R U I T I N G P R O F I L E O F V A C A N C Y The following vacancy exists at NSFAS. 11 July 2018 Position Personal Assistant to Type & Grade 5 Year Fixed Term the Human Resources Contract, Grade 7 Executive Vacancy No 25 of 2018/2019 Department & Unit Human Resources POSITION OVERVIEW The successful incumbent primary role is that of rendering an administrative and secretarial service / support function to the Human Resources Executive. This position have a variety of tasks required to be performed according to specific procedures in the following main areas: Correspondence Management Relationship Management between the Human Resources Executive and: Internal Stakeholders External Stakeholders The Board DHET Meeting and Events Administration Personal Assistant Support and Diary Management Travel & Accommodation Administration Administration of Budget tracking, and Supply Chain processes Management Document Co-ordination and Management Compile presentations and reports Department Leave Administration General Office Filing

2 RESPONSIBILITIES Correspondence and Management Processing correspondence and tracking of required actions and follow-ups. Prepare responses to correspondence on routine enquiries. Keep records of all correspondence. Disseminates relevant information to stakeholders both internal and external. Meeting and Events Administration Coordinates and schedules meetings and related events, including booking of venues, resources and refreshments as required, and follow up on previous actions. Prepare meeting agendas, minutes and supporting documents, compiles and distributes meeting packs. Take and scribe minutes. Personal Assistant Support and Diary Management Screen visitors and act as liaison officer between the Human Resources Executive and clients/visitors including external stakeholders from Vice Chancellors through to members of the Board. Screening of calls and visitors according to work priorities. Manage and maintain diary in term of scheduling appointments, time management and keeping it up to date. Conducts diary scheduling on a day to day, week to week and monthly basis. Supports principal s stakeholder relationships coordinating documents flow, response handling and clarifying relevant details. Compiles and contributes to documents, reports and presentations as directed by the Human Resources Executive. Coordinates and follows through on internal and external client requests for more information by convening colleagues or elevating to management. Page 2

3 Travel & Accommodations Administration Coordinates travel arrangements for the Human Resources Executive. Coordinates accommodation arrangements for the Human Resources Executive. Follow standard protocols and procedures for travel, accommodation and relocations. Reporting on weekly travel planning for the department. Administration of Budget tracking, and Supply Chain processes Compile documentation in preparation for the procurement of services and consumables as and when needed. Processing accounts and generating requisitions for purchases. Maintain a Budget and Expenditure Tracking Schedule. DESIRED SKILLS AND EXPERIENCE Minimum requirements: A Matric plus an appropriate Personal Assistant or Office Management diploma or equivalent. At least 6 years Personal Assistant experience of which a minimum of 4 years administration experience in a similar position within a professional environment is required. A developed computer competency in Microsoft Office Suite (Word, Excel, PowerPoint & Outlook) Exposure to general administration, meeting protocols, expenditure tracking, diary management and travel & events arrangements essential. Good communication and interpersonal skills with an ability to relate to staff at different levels. Valid driver s license with own reliable transport. Beneficial skills and experience: Exposure to Project Management processes and software (eg MS Projects) Exposure to having supported Executive levels or higher. Knowledge of Human Resources environment and processes. Page 3

4 Core Competencies Adaptability Demonstrates flexibility in the face of change Projects a positive demeanor regardless of changes in working conditions Shows the ability to manage multiple conflicting priorities without loss of composure Organization Time Management: Determines the appropriate allocation of time Space Management: Effectively manages the workspace (i.e. keeps a clean and organized office, appropriately handles all paperwork, maintains control over the physical environment, etc.) Task Management: Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines Proactive Demonstrates the ability to foresee problems and prevent them by taking action Utilizes analytical skills and a broad understanding of the business to effectively interpret and anticipate needs Independent individual, self-starter and meticulous Communication Skills Listening skills: Understands that the most important aspect of communication is the act of listening and actively works to improve those skills Oral skills: Speaks with confidence using clear, concise sentences and is easily understood Written skills: Produces well thought-out, professional correspondence free of grammatical and spelling errors Telephone/ Uses high quality, professional oral and written skills (as described above) to project a positive image of the business Client Service Interacts professionally with clients and associates at all times Promptly responds to requests with accuracy and a courteous demeanor Page 4

5 Business Understanding Demonstrates an awareness of fundamental business principles as well as an understanding of the overall industry in which the business operates Team Player Works as a competent member actively supporting an Executive. Computer/Technical Skills Displays proficiency using standard office equipment such as a computer, fax, photocopier, scanner, etc. Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills Judgment Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction Swiftly refers problems/issues to an Executive. Works effectively without constant and direct supervision or guidance Page 5

6 REMUNERATION & BENEFITS Remuneration Package: R R Total Cost to Company per annum inclusive of all benefits and company contributions. Benefits and Conditions: Compulsory Medical Aid, Pension Fund & Annual Structured Bonus inside of Cost to Company Included in the above remuneration is the company contribution to our compulsory pension fund (15%), medical aid contributions and an annual structured bonus. PLEASE NOTE Closing date: 25 July 2018 Interested applicants should send detailed Curriculum Vitae, copies of academic qualifications and names of three contactable referees to Ms. Fayroes Sherry via jobs@nsfas.org.za NSFAS do not consider late applications Staff on Leave must ensure that they check the NSFAS portals for advertised vacancies and familiarize themselves with the respective closing dates NSFAS only corresponds with Shortlisted Candidates. If you do not hear from NSFAS within 2 months of the closing date, please consider your application unsuccessful. NSFAS is committed to providing equal opportunities and practicing affirmative action employment. It is our intention to promote representivity (race, gender, disability) in the organisation through filling of this position and candidates whose appointment will promote representivity will receive preference. Page 6