Purpose

• The role will ensure administrative support to the HR Director and team.
• Serve as a point of contact for internal and external stakeholders.
• Manage calendars, schedule meetings and coordinate events.
• Taking minutes in meetings and relevant committees.
• Maintain accurate and up to date HR records (physical files and digital).
• Data management and analysis, writing reports, preparing presentations, and preparing executive documents.
• Maintain confidentiality and handle sensitive information with discretion.
• Act in the best interest of the HR department and the University.
• Travel arrangements.
• Assist in special projects within the department including B-BBEE elements, system automation, liaising with external stakeholders etc related to HR.

Requirements

• A relevant NQF07 qualification in Business Administration, Human Resources, Office Management or equivalent.
• At least 3 years' experience, working with management, including data management and analysis, writing reports and minutes, preparing presentations, and preparing executive documents.

Skills & Competencies

• Advanced in Microsoft skills (MS Word/ Excel/PowerPoint/Teams).

Responsibilities

Handling of Correspondence

• Receive all incoming emails and letters, own/school/department/ section,
• Keep records of all correspondence,
• Read and analyse incoming memos, submissions, and reports to determine their significance and plan their distribution,
• Assist with production of documents in the office of the Director: Human Resources,
• Preparation of PowerPoint slides for meetings and conferences.

Meeting Administration

• Compile and circulate dates of monthly meetings,
• Plan, co-ordinate, and schedule meetings/functions,
• Ensure relevant documents are available for scheduled meetings,
• Prepare documentation for meetings attended by Director: Human Resources. by reading agendas, minutes, reports, and submissions for meetings and highlighting matters for the attention of Director,
• Prepare meeting agendas and distribute,
• Take minutes, transcribe, and distribute to meeting attendees,

General Administration

• Plan, organise, and manage own time and workload effectively to ensure deadlines are met,
• Coordinate liaison between HR, departments, etc., 
• Provide secretarial support to the Director: Human Resources,
• Collect and analyse data relevant to the functioning of the Department,
• Prepare reports for submission to Director: Human Resources.
• Manage travel, hotels, and flight bookings

Records Administration

• Maintaining a logical, methodical filing system that is accessible,
• Collect and upload evidence for internal auditors, HR Annual Performance Plan etc.,

Telephone Coverage

• Answer the department telephone and route calls accordingly,
• Screen calls for the Director: Human Resources.
• Take messages,
• Respond to voicemail messages.

Dairy management

• Manages the Director’s diary,
• Set up meetings and venues via the electronic diary, 

Procurement

• Processing and monitoring purchases, 
• Ordering stationery,
• Maintaining stock required for the Department, 
• Implement and maintain a relevant document management system in relation to the procurement function, 
• Receive purchase order requests from relevant parties, 
• Ensure that all PO requests are signed off by the designated signatories and obtain approval, 
• Matching PO request and original PO from ITS,
• Communicate with all vendors regarding outstanding deliveries and payment procedures, 
• Clearing unpaid PO’s monthly.

Financial Administration

• Follow up on invoices for payment,
• Submit purchase orders for payment to the required office, 
• Actively participate in the budget processes.

Client Liaison

• Answer queries and complaints for internal and external visitors, 
• Greeting and screen visitors and determine whether they should be given access to the Director: Human Resources,
• Use own initiative and manage difficulties and direct to the respective office.

Financial Administration

• Preparing reimbursements,
• Process payment of travel arrangements for the Director: Human Resources,
• Maintaining records of financial payments,
• Coordinate and prepare the Department's budgets,
• Monitor spending in the HR department and advise the Director: Human Resources.

Ad hoc Duties

• Perform ad hoc duties as allocated by Director: Human Resources.

Additional Information

• Assumption of duties: As mutually agreed to upon acceptance of the appointment.
• The University reserves the right not to make an appointment.
• Women and people with disabilities are encouraged to apply.
• Note: Sol Plaatje University (SPU) is dedicated to meeting its Employment Equity targets.

Recommended Requirements

• Exposure to HR practices in a Higher Education environment,
• ITS experience,
• HR experience.

Enquiries

• Enquiries can be made via email at [email protected]

Centre

• Office of the Chief Operating Officer