HR191 POSITION DETAILS

Transcription

1 HR191 POSITION DESCRIPTION NOTES Forms must be downloaded from the UCT website: This form serves as a template for the writing of position descriptions. A copy of this form is kept by the line manager and the position holder. Position title Programme Coordinator POSITION DETAILS Job title (HR Practitioner to provide) Position grade (if known) PC9 Date last graded (if known) Academic faculty / PASS department CHED Academic department / PASS unit CILT Division / section Date of compilation 21 April 2017 ORGANOGRAM (Adjust as necessary. Include line manager, line manager s manager, all subordinates and colleagues. Include position grades) PURPOSE The global citizenship programme (GCP) Programme Coordinator has responsibility for the day to day running of the GCP. This includes programme co-ordination, general administration and financial and HR administration. The Coordinator supports the GCP projects and staff in the delivery of the GCP activities. 8 February 2017 Page 1 of 5 HR191

2 CONTENT Key performance areas % of time spent Inputs (Responsibilities / activities / processes/ methods used) Outputs (Expected results) 1 Administration and coordination of programme activities 50% Responsibility for programme administration including setting up systems, monitoring that systems work and can support the various needs of the programme To ensure the GCP has systems in place to be a smooth running programme able to respond to various pressures and needs Ensuring the smooth running of programme courses and projects Responsibility and logistical support for GCP events To ensure that all logistical issues are taken care of timeously for the GCP short courses To ensure smooth running of all events from conceptualization to completion Handling programme queries. To ensure programme information is given out accurately and timeously Supporting Director with full range of programme projects To ensure that these projects are supported as might be required Administration of UCT Plus To ensure student records are accurately kept and submitted to UCT Plus timeously To support GCP recruitment activities Management of student attendance and participation records for GC1/2/3. Ensure all student records are up to date & liaising with EMS To ensure student recruitment is organized and runs smoothly and materials are ordered, printed and distributed To ensure that records are organized, accurate and up to date 8 February 2017 Page 2 of 5 HR191

3 2 Financial Administration 20% Planning, tracking and reporting on expenditure for all GCP projects To ensure processes are well managed and payments are timeously carried out within budget Support GCP Director with funding and annual reports To keep accurate records and ensure that GCP budgets and expenditure are kept up to date Support the management of GCP project budgets To ensure timeous production of reports with relevant student feedback To ensure budgets are utilized maximally 3 HR Administration 15% Completing HR forms Ensuring personal details forms are correctly filled in with appropriate supporting documentation Ensuring letters of appointment are issued for ad hoc and paid on claim appointments Managing the submission of forms for signature Ensuring short term staff submit their hours timeously for processing Keep track of the variety funding sources for all project staff Keep a spreadsheet of all staff, their claims and their sources of funding To ensure all HR forms are correctly completed, timeously with all the correct supporting documentation To ensure all expenditure is accurately tracked. 8 February 2017 Page 3 of 5 HR191

4 4 Communication and Management of Resources & Materials 15% Coordination of communication and relationships with key constituencies internal and external to campus To ensure the ongoing development of key relationships Oversight of communication & marketing materials and activities To ensure relevant and up to date materials at all times Overall responsibility for GCP website and uploading content. Work with GCP Intern to ensure this is kept up to date To ensure website is kept up to date and Work with GCP Intern to organise campus events To ensure well organized activities reflecting the GCP goals and values Work with GCP Intern on social media platforms e.g. Twitter and Facebook etc. To ensure that the GCP has a visible social media profile February 2017 Page 4 of 5 HR191

5 MINIMUM REQUIREMENTS Minimum qualifications Bachelors degree or equivalent (NQF level 7) Minimum experience (type and years) Skills 3 years administrative experience including 2 years in project co-ordination including financial administration Team Player; Communication; Financial administration; Excel and Word; Using Social Media; Project Management Knowledge Professional registration or license requirements Other requirements Competencies (Refer to UCT Competency Framework ) Competence Level Competence Level Team player 3 Excel and Word skills 3 Communication skills 2 Project Management 3 Financial administration 3 Using social media 2 Functions responsible for Amount and kind of supervision received Amount and kind of supervision exercised Decisions which can be made Decisions which must be referred SCOPE OF RESPONSIBILITY Day to day running of GCP programme activities; Financial administration, Communications and management of resources and materials GCP Director has overall management responsibility for the programme While project staff report to the Director, this role does oversee (as well as support) the work of the project staff Venues, catering, purchasing, changes to budget line items within broader budget constraints Changes to high level budgets; academic decisions; staff recruitment CONTACTS AND RELATIONSHIPS Internal to UCT GCP project staff, lecturers, tutors, workshop facilitators, faculty staff External to UCT Colleagues in funding organisations; staff at Community Partner Organisations; vendors, colleagues at other universities AGREED BY PRINT NAME SIGNATURE CONTACT NO. DATE Position Holder Line Manager HOD 8 February 2017 Page 5 of 5 HR191