Senior Administrative Assistant (P001545) (Re-Advertisement)

Apply by: 12 November 2026

Director’s administration & organizational tasks

• Director's personal assistance/Secretary (including director’s diary, assist with information for keeping CV of director up to date).
• Annual research report in collaboration with the director - obtaining and supplying information (also list of collaborators).
• Receiving visitors and visitors’ administration.
• Enquiries – staff & students’ travelling bookings, etc.
• CEN website – maintaining and loading of new information.
• Organising workshops, courses, functions, strategic meetings, etc.
• Circulating all information to staff and students (symposiums, conferences. external courses, etc.).
• Drafting agendas and finalising minutes (in collaboration with the director).
• Network printer (maintenance, accessories and monthly meter readings), external printing and copying.
• Stationery – handling and ordering when necessary.
• Appointment scheduling (staff, students, meetings, research forums, etc.).
• Assistance with ANLP arrangements (biographical information of participants), ordering of material and clothing.
• Administering collaboration agreements on system.
• Catering for visitors and meetings.
• Vehicle bookings and key collection (departmental, NWU Fleet Vehicles & Hertz vehicle hiring).
• Secure and confidential dispatch of mail and documents / courier services.
• Handling venue bookings for CEN – electronic.
• IWMS-PLANON (Integrated Workplace Management System) - Reporting faults and maintenance.
• IT (Information Technology) support portal – reporting and requesting IT services.
• Updating and record keeping of the list of extraordinary appointments.
• Other information requested by the Research Support office, Higher Degree Administration (SALA) and International Office.
• Notice board – updating and new information.
• General office management and administration.
• Any other tasks received.

Postgraduate programme administration

• Enquiries: prospective students, current students and international students.
• Post-graduate applications – downloading lists and necessary documents.
• Student information.
• Status of students’ performance.
• Circulation of necessary information.
• Bursaries – NWU, Faculty, departmental and external where applicable.
• Exchange students.
• Turnitin submissions on eFundi.
• Title registrations – supply templates and record keeping.
• Any other student related matters.

KFS system – support with financial matters

• All KFS and other electronic transactions – including all types of documents regarding financial matters.
• Staff and student finances.

Research administration

• Conference contributions, attendances and presentations (staff speaking at conferences by invitation).
• Collecting publications for information lists and notice board.
• Compiling information for nominees of NWU and FHS research awards.

Record management

• Direct and redirect any information received or stored – HAD, Admin offices of Executive Dean of Health Sciences, VSS, and NWU Nextcloud. MS Teams (One Drive, SharePoint).

Occupational Health and Safety

• Adhere to all safety regulations and training drills when necessary.
• Report faults, breakage and other to OHS representative, other senior staff members applicable, and on IWMS.

• Grade 12 or equivalent (NQF level 4)
• An administrative certificate/diploma (NQF Level 5/6).
• A minimum of three (3) years’ administrative experience, including postgraduate student administration, general office management, and records management.

    ADDED ADVANTAGE:

• Experience within higher education sector.
• Financial administration experience.

KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:

• Experience with post-graduate student administration / lifecycle (e.g. VSS).
• Computer literacy in MS Office (Word, Excel, Adobe Acrobat and Power Point).
• Demonstration of language proficiency to function optimally in the various functionally multilingual environments of the NWU.
• Ability to multi-task and still function effectively and accurate under pressure and meet deadlines.
• Attention to detail.
• Good communication, written and numeracy skills.
• Knowledge of general financial principles & exposure to budgeting, reporting and analytical reviewing.

BEHAVIOURAL COMPETENCIES:

• Ability to work accurately and to deadline with minimal supervision.
• Ability to work effectively in a team.
• Ability to strictly enforce policy and procedures.
• Positive disposition.
• Adaptability / Agility.
• Emotional intelligence.