The Estates and Custodial Services department at the University of Cape Town is seeking an Office Administrative Assistant to join the team.
The Campus Cleaning Office Administrative Assistant is a pivotal role within the Estates and Custodial Services department. This position is designed to provide proactive, efficient, and effective administrative support to the Campus Cleaning, Custodial, and Waste Management Services. The successful candidate will ensure smooth administrative operations, enhance communication within the department, and support staff and supervisors with various administrative tasks.
Office Administrative Assistant Job Overview
- Position: Office Administrative Assistant
- Department: Estates and Custodial Services, Campus Cleaning Services, Properties and Services Department
- Payclass: 07 (Permanent)
- Reference Number: E24620
- Closing Date: 14 July 2024
- Annual Salary: R358,146 – R421,349 (including benefits)
Key Responsibilities
- Email Management:
- Receive, sort, and respond to business and individual emails.
- Maintain accurate records of all correspondence.
- Documentation:
- Type and copy correspondence, memorandums, agendas, and other necessary documents.
- Type up meeting agendas, distribute them, and take minutes during meetings.
- Maintain a logical and methodical filing system.
- Communication:
- Answer business calls, route them accordingly, and take messages.
- Respond to voice mail messages in a timely manner.
- Provide basic information to clients and refer them to relevant staff when necessary.
- Administrative Support:
- Assist staff with administrative or HR-related issues in the absence of supervisors.
- Handle ad hoc duties as allocated by management.
- Distribute and receive all correspondence from staff.
- Process HR admissions and check new appointment documentation for completeness.
- Coordination and Liaison:
- Liaise between departments, staff, and supervisors to resolve queries and ensure follow-up.
- Assist with the provision of information related to staff.
- Log and report any maintenance and supplier-related issues.
- Assist in the ordering, receiving, and issuing of refreshments and stationery.
- Event and Exam Support:
- Provide support for exams, tests, and graduation processes.
- Manage venue bookings and requests for setup.
- Handle bookings for weekends and inform supervisors of class test requirements.
Requirements
- Educational Qualifications:
- Grade 12 or NQF 4 plus a relevant business administrative qualification.
- Experience:
- Minimum of 3 years’ experience in office administration and reception.
- Proficiency in computer literacy.
- Advantageous:
- Experience working in a higher education environment.
- Knowledge of payroll-related processes or the cleaning industry.
How to Apply
To apply, please e-mail the following documents in a single PDF file to recruitmentcpt@sdrecruit.co.za:
- UCT Application Form (download here: UCT Application Form)
- Cover Letter
- Curriculum Vitae (CV)
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Why Join UCT Estates and Custodial Services Department?
The University of Cape Town is renowned for its commitment to excellence in education, research, and community service. The Estates and Custodial Services department plays a vital role in maintaining the campus’s high standards. As the Office Administrative Assistant, you will be part of a team that ensures the campus remains a clean, safe, and efficient environment for students, staff, and visitors.
Working at UCT not only provides a competitive salary but also offers a range of benefits that enhance your professional and personal life. These include health benefits, opportunities for professional development, and the chance to work in a vibrant and diverse academic environment. Proficiency in computer literacy is essential, and experience in a higher education environment is a significant advantage.
Note: Only shortlisted candidates will be contacted and may be required to undergo competency and pre-placement medical assessments.
The role of the Campus Cleaning Office Administrative Assistant is more than just a job; it’s a crucial part of maintaining the excellence and efficiency of the Estates and Custodial Services department. If you meet the requirements and are ready to take on a role that demands proactivity, excellent organizational skills, and a professional demeanor, we encourage you to apply.
