Purpose

• This position presents an exciting opportunity for a highly organised, service-oriented, and detail-focused professional to contribute to the effective delivery of HELM's Student Success portfolio and support initiatives that strengthen student development and success across South Africa's university sector.
• Reporting to the Senior Manager: Student Success, the Administrative Officer will provide comprehensive administrative and operational support to the Student Success portfolio.
• The successful candidate will play a key role in coordinating learning programmes, supporting stakeholder engagement activities, managing administrative and financial processes, and ensuring the smooth implementation of both online and face-to-face programmes.

Requirements

• A Diploma in Administration, Office Management, Public Management, Business Administration, or a related field
• A minimum of 2–3 years' relevant administrative experience, preferably within a higher education, training, or development environment
• Experience supporting learning programmes, events, workshops, or training initiatives will be advantageous
• Exposure to procurement and financial administration processes will be beneficial.

Skills & Competencies

KNOWLEDGE, SKILLS AND ATTRIBUTES:

• Excellent organisational and time-management skills
• Strong written and verbal communication abilities
• High levels of accuracy, attention to detail, and professionalism
• Strong interpersonal and stakeholder engagement skills
• The ability to work independently and collaboratively
• A proactive, service-oriented, and solution-focused approach
• Integrity, reliability, accountability, and the ability to maintain confidentiality.

DIGITAL AND TECHNICAL SKILLS:

• Proficiency in Microsoft Office 365, including Word, Excel, PowerPoint, and Outlook
• Strong Excel skills for data management and reporting
• Familiarity with virtual learning and meeting platforms such as Microsoft Teams and Zoom
• Experience with databases, student information systems, or learning management systems will be advantageous.

Responsibilities

Programme and Operational Administration

• Provide administrative support for the coordination and delivery of short learning programmes, workshops, seminars, and related activities;
• Coordinate participant registration, programme logistics, venue arrangements, catering, travel, and online platform requirements;
• Prepare and distribute programme documentation, learning materials, and resources;
• Maintain programme records, attendance registers, and databases.

Administrative Support to Leadership

• Provide administrative and secretariat support to the Senior Manager: Student Success;
• Manage diaries, appointments, and meeting schedules;
• Prepare agendas, minutes, meeting packs, and follow-up documentation;
• Assist with drafting correspondence, reports, presentations, and briefing documents.

Procurement and Financial Administration

• Support procurement processes in accordance with organisational policies;
• Obtain quotations, prepare requisitions, and liaise with suppliers and service providers;
• Assist with contract administration and record management;
• Monitor programme expenditure, process invoices, and maintain financial records.

Data Management and Reporting

• Capture, manage, and maintain programme and stakeholder information;
• Assist with programme reporting, monitoring, and evaluation processes;
• Compile statistical and administrative reports using Microsoft Excel and related tools;
• Maintain effective electronic and manual filing systems.

Stakeholder and Communication Support

• Serve as a first point of contact for programme participants and stakeholders;
• Coordinate participant communication, feedback processes, and follow-up activities;
• Support stakeholder engagement and communication initiatives.

Organisational Support

• Contribute to general office administration and HELM activities;
• Support compliance with internal policies and procedures;
• Undertake additional administrative responsibilities as required.

Additional Information

• Interested candidates should please submit a letter of motivation and their CVs with the names and contact details of at least three traceable referees, by close of business.
• Correspondence will only be entered into with shortlisted candidates.
• If you have not been contacted within 30 days after the closing date, please consider your application as unsuccessful.
• People from designated groups, including those with disabilities, are encouraged to apply.
• Universities South Africa reserves the right not to make an appointment.

Remuneration

• Market-related salary package

Duration

• One-Year Renewable Contract

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Email Application

• [email protected]