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Campus Cleaning Office Administrative Assistant

University of Cape Town - Rondebosch, Cape Town, Western Cape

Closing date yi 14 ka July 2024

Administration Full-Time University Facebook Schedule

Regrettably, this position has been removed.

Purpose

  • The main purpose of this position is to proactively provide efficient and effective administrative support to the Campus Cleaning, Custodial and Waste Management Services.

Requirements
  • Grade 12 or NQF 4 plus relevant business administrative qualification
  • A minimum of 3 years’ experience in office administration and reception

Advantageous:

  • Working in a Higher Education Environment
  • Knowledge of payroll related processes and or cleaning industry knowledge will be advantage
Skills & Competencies
  • Computer literacy
Responsibilities
  • Receive own and business emails.
  • Keep record of all correspondence.
  • Type and copy correspondence, memorandums, agendas, and other documentation generated by the management office as required.
  • Type up meeting agendas and distribute.
  • Take minutes, type, and send to meeting attendees.
  • Maintain a logical methodical filing system that is accessible.
  • Answer the business calls and route calls accordingly.
  • Take messages.
  • Respond to voice mail messages.
  • Assume the responsibility of assisting staff with admin or HR related issues in absence of supervisors.
  • Handle duties allocated on an ad hoc basis by management as required.
  • Distribute to and receive all correspondence from staff.
  • Assist with the provision of information related to staff.
  • Provide first level basic information and refer clients to relevant others if necessary.
  • Check new appointment documentation of temporary staff for correctness and completeness.
  • Assist with the submission of overtime worked to payroll.
  • Process all HR admissions.
  • Liaise between department/staff and supervisors to resolve queries and initiate follow up.
  • Interact in a polite and professional manner with all staff and clients (Internal and external).
  • Request feedback on all related queries.
  • Assist with the receiving of deliveries in absence of store supervisor.
  • Log and or report any maintenance and supplier relates issues.
  • Assist and report on system any related maintenance issues and supplier problems.
  • Assist and check that Injury on Duty forms received from supervisors are correct before submitting for processing.
  • Assist with the ordering, receiving, and issuing of refreshments and stationery from suppliers.
  • Assist in keeping monthly record of all quotations received, POs raised, and invoices processed for payment.
  • Participate in the monthly meeting between Assistant Operations Manager, Senior Operation Manager, and finance department.
  • Provide support and assistance required for the exams, test and graduation process including the co-ordination / distribution of stationery.
  • Venue bookings and exams/test administration.
  • Handle and forward requests for venue set up to relevant person.
  • Manage bookings received for weekends and forward to supervisors.
  • Advise supervisors of class test and required stationery.
Additional Information
  • Please ensure the title and reference number are indicated in the subject line.
  • An application which does not comply with the above requirements will be regarded as incomplete.
  • Candidates will be contacted and will be required to undergo a competency test.
  • Only candidates that pass the competency test will be invited to the interviews.
  • While we have tried to ensure the accuracy of the information, Salary Magazine cannot accept any responsibility or liability for any errors or omissions.
  • You should always check with the Job Center or employers directly to confirm the details are still accurate before applying.
  • If you need further help with this job or any other, please feel free to ask.
  • Best of luck with your job application!

To apply, please forward the below documents in a single pdf file:

  • UCT Application Form
  • Cover letter, and
  • Curriculum Vitae (CV)
  • Only shortlisted candidates will be contacted and may be required to undergo a medical and competency assessment
Ref No
  • E24620
Remuneration
  • The annual cost of employment, including benefits, is between R358 146 to R421 349 per annum.
Centre
  • Estates and Custodial Services: Campus Cleaning services, Properties and Services Department
Application Form
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