Are you an organized, detail-oriented professional looking for a meaningful role in higher education? Sefako Makgatho Health Sciences University (SMU) is seeking a dynamic Administrative Officer to join its Skills Centre under the Department of Inter-Professional Education and Community of Practice (IPECP). This is an excellent opportunity for an individual passionate about academic administration, coordination, and office management
Administrative Officer Job Details
- Job Title: Administrative Officer
- Contract Type: 5-year fixed-term contract
- Department: Skills Centre, IPECP Unit
- Reference Number: 30/2025/MJM/P12
- Application Deadline: 19 March 2025
- Location: Sefako Makgatho Health Sciences University, South Africa
Job Requirements
Minimum Qualifications
To be considered for the Administrative Officer position, applicants must meet the following criteria:
- A three-year qualification in Office Management, Administration, Records Management and Archiving, or Management Assistance.
- A minimum of three (3) years of experience in office or committee administration.
- Experience in financial administration and reporting.
- Knowledge of compiling financial reports.
- Strong background in agenda preparation, minute taking, and follow-ups.
- Higher Education experience will be an advantage.
- Familiarity with ITS systems for entering student assessment marks.
- Proficiency in online platforms like Blackboard Collaborate, Zoom, and Microsoft Teams.
- Advanced computer literacy (MS Word, Excel, PowerPoint, Internet, Email).
Key Competencies
The ideal candidate should possess the following skills and attributes:
- Excellent technical and professional knowledge
- Strong computer and digital skills
- Planning and organizational abilities
- Integrity and confidentiality
- Attention to detail
- Time and resource management
- Ability to work under pressure and meet deadlines
- Strong interpersonal skills
- Decision-making and problem-solving capabilities
- Presentation, mentoring, and coaching skills
- High ethical and professional standards
- Verbal and written communication proficiency
- Commitment to student engagement and support
- Willingness to embrace change and continuous learning
Key Responsibilities
As an Administrative Officer, your responsibilities will include:
Office Coordination and Administration
- Oversee the coordination of the IPECP Unit’s office and reception desk.
- Answer and route telephone calls professionally.
- Manage incoming emails, letters, and general correspondence.
- Set up meetings, book venues, and manage electronic diaries.
- Type correspondence, memoranda, agendas, and exam/test papers.
- Assist in preparing PowerPoint slides for lectures and conferences.
Committee and Meeting Management
- Schedule and communicate monthly staff meetings.
- Take minutes, compile, and distribute them to attendees.
- Organize departmental functions and events.
Financial Administration
- Process payments for suppliers and air tickets.
- Maintain financial records and reports.
- Assist in budget tracking and financial documentation.
Logistics and Student Support
- Maintain record-keeping systems for academic activities.
- Make travel arrangements for staff and students.
- Prepare promotional materials and updates on IPECP programs.
- Provide telephonic support to staff, students, and stakeholders.
- Monitor and maintain the IPECP asset register.
- Order stationery, consumables, and equipment.
- Ensure venues, tools, and items are ready for IPECP activities.
General Institutional Support
- Manage the IPECP Coordinator’s diary.
- Assist in processing academic and operational documentation.
- Support university development and institutional culture.
- Respond to student and staff inquiries.
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Why Join Sefako Makgatho Health Sciences University?
This role offers a unique opportunity to contribute to a leading health sciences institution. By joining SMU, you will:
- Work in a dynamic academic environment.
- Engage with students, faculty, and stakeholders.
- Be part of a team focused on innovation in health sciences education.
- Gain experience in higher education administration.
- Benefit from a collaborative and supportive work culture.
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How to Apply
Interested candidates must submit a typed application quoting Reference No: 30/2025/MJM/P12, including:
- A detailed Curriculum Vitae (CV).
- Certified copies of qualifications.
- Contact details for three referees.
Email Applications to:
hr.recruitment5@smu.ac.za
Telephonic inquiries: (012) 521-3624
Note:
- Applications from employment agencies will not be considered.
- Foreign qualifications must be evaluated by SAQA.
- Only shortlisted candidates will be contacted.
- If you do not receive feedback within 30 days of the closing date, consider your application unsuccessful.
SMU is an Equal Opportunity and Affirmative Action Employer, committed to diversity and excellence in education.
If you are looking for a challenging yet rewarding administrative role, this is your chance to join Sefako Makgatho Health Sciences University and make a difference in the education and health sciences sector. Apply today and be part of a university that is shaping the future of medical and health professionals in South Africa.
