POSITION DETAILS ORGANOGRAM. Director. PA: Director s Office

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1 JOB DESCRIPTION NOTES Forms must be downloaded from the UCT website: This form serves as a template for the writing of job descriptions. A copy of this form should be kept on file in your office. For re-evaluations, this form must be sent to your relevant HR Advisor/Officer POSITION DETAILS Position Title (current title) Personal Assistant: Directors Office Status of Post (tick) New Post Re-evaluation Job Grade (current grade) 8 Faculty (if applicable) Department GSB Section (if applicable) Date of Compilation FOR OFFICE USE Position Title Job Title Date of Grading Grading Result ORGANOGRAM Director PA: Director s Office Faculty PASS HoDs Centres: Betha, Lean, CIE, etc PURPOSE The main purpose of this position is to manage and co-ordinate the administrative and financial operations including public relations of the Director s office in an effective manner and minimize risk or interruptions to the operation thereof. Page 1 of 7

2 JOB CONTENT Key Performance Areas (4 6) 1) Planning & co-ordinating operations pertaining to the office of the GSB Director % of time spent Activities / Objectives / Tasks Results / Outcomes Competencies To manage the Director s office in an effective manner and minimize risk or interruptions to the operation thereof. Planning, prioritizing and managing the annual GSB operation which consists of creating a calendar of all events pertaining to the Director s office and management of the school and putting processes/systems in place to achieve this. Provide continuous support to the various stakeholders in the absence of the Director Respond to request promptly with decisions made. Ensure that updates on all mobile devices are regularly upgraded to allow for synchronization so that accurate information pertaining to the meetings reflect on all devices Planning and coordinating monthly and annual meetings Arrange all meetings and provide service by preparing the agendas and taking minutes of the various meetings. To accurately plan and coordinate internal and external GSB events eg Annual GSB Indaba which is held off campus. Source a suitable venue and attend to the To timeously plan and accurately execute all tasks and ensure the effective running of the Director s office. Administrative knowledge and support Client Service Communication Skills (written and verbal) Building interpersonal relationships Planning & Organising Adaptability Results-focused Time Management Initiating action Information management Budgeting skills Stress tolerance Page 2 of 7

3 logistics to ensure a smooth flow of the 2 day event. Co-ordinate the annual rate for job meetings with individual academics to take place with the Director and Academic Director To provide a smooth flow in the Director s Office for local and frequent international travel Ensure that relevant documentations are in place e.g. visa s, work permit, hotel bookings, shuttles. Check with hotels that reservations are in order before departure Work closely with travel agent regarding international flights with stop overs and connecting flights Cancellations of all bookings are dealt with accurately Process travel payments accurately and timeously All travels are according to requests. All travels are according to requests. 2) Finance and administration Assist the Director with the administration and management of his various funds obtained from the NRF, UCT research, personal discretionary fund and endowed funds e.g. Donald Gordon and Shell Fund. Provide a monthly update/report on the status of the funds. To accurately manage the budgets of the various funds. To ensure that the proper procedure is followed within the guidelines and standards of the university Page 3 of 7

4 Advise on how the funds may be spent per fund Monitor spending and ensure that the spending is within the budget of the endowed funds Provide a monthly spread sheet pertaining to credit card expenditure Ensure that accreditation fees (invoices) are processed for payment Ensure that application forms and annual reporting on existing funds eg NRF are done timeously and submitted Administer the application for various funding opportunities Ensure that all supporting documentation is attached to travel grant applications when submitted Complete Block grant application and submit timeously 3) Relationship management To liaise between the Director, VC, DVC s Deans of various faculties, departments in GSB and UCT To communicate with and maintain positive relationships with outside agencies, locally and abroad which includes the GSB Advisory Board, GSB Management team (MANCO), GSB Faculty and GSB Policy Forum as well as the public. Actively manage and contribute to the brand and public relations of the Director s office and GSB - Strong partnerships in place - Clear and timeous communication of information from the Director s Office Page 4 of 7

5 Bring any potential risks or issues to the attention of Director Distribute or compile certain communications on behalf of the Director. 4) Accreditation Provide logistical assistance to ensure a smooth flow for the various accreditations AMBA, EQUIS, AACSB Assist with hotel bookings, shuttles, for the various panel members Communicate directly with panel members Venues are booked and prepared for the accreditation processes Arrange dinners at restaurants off campus Invite attendees to the various meetings and dinners with panel members Assist with printing of documents Ensure that the welcome and the duration of their stay and departures are dealt with in a professional manner Liaise with the hotel regarding special and operational requirements To ensure that the processes per accreditation are followed as per the schedules and agendas provided by the various peer review teams. 5) HR Administration Manage all HR administration for staff reporting to the Director Ensure an effective and comprehensive filing system electronically and hard copies. Have a good system in place for monthly signing of payment forms and certificates. Keeps a record of faculty s attendance eg sabbatical, teaching abroad, attending conferences etc. To accurately and timeously perform all administrative duties. Page 5 of 7

6 Provides HR admin support to the Faculty, MANCO team and directors office including providing recruitment assistance, hr forms submission, EE rep on selection committees. Coach and mentor new PA and admin staff. Page 6 of 7

7 Minimum Qualifications MINIMUM REQUIREMENTS Matric, Bachelor s degree is preferred. Minimum Experience 5 years+ Office Administration, At least 3 years work experience in the office of a CEO or Executive Director which includes liaising and communicating with internal and external stakeholders across all levels of the organization and the ability to have a high level overview of the operations, strategy and values of the organization to effectively support the Director and management team in achieving objectives. Compiled by AUTHORITY PRINT NAME SIGNATURE CONTACT NO. DATE Approved by Reviewed by Page 7 of 7