Secretary Engagement Office Secretary

CORE PURPOSE OF JOB

To provide comprehensive administrative, organisational and coordination support to the Director and the four

sections of the Engagement Office, ensuring efficient office operations, effective stakeholder communication and the smooth implementation of engagement programmes and activities.

KEY PERFORMANCE AREAS

• Provide administrative and secretarial support to the Director and the four section of the Engagement Office.
• Coordinate office operations, meetings, events, workshops, site visits and related logistics.
• Manage diaries, correspondence, travel arrangements, procurement and administrative processes.
• Prepare meeting documentation, record minutes, monitor action items and support follow-up.
• Maintain accurate information, databases, filing systems and records for reporting and compliance.
• Facilitate professional communication and service to internal and external stakeholders.

CORE COMPETENCIES

• Excellent verbal and written communication skills.
• Strong organisational, planning and prioritisation abilities.
• High levels of professionalism, confidentiality and discretion.
• Proficiency in Microsoft Office and University ITS systems.
• Effective diary, correspondence, records and information management.
• Meeting, event and logistical coordination skills.
• Strong interpersonal, stakeholder-service and relationship-building skills.
• Ability to take initiative, exercise sound judgement and work under pressure.
• Flexibility and responsiveness to changing priorities and deadlines.

REQUIREMENTS

Grade 12 or equivalent

at least 2 years' relevant experience

SCREENING QUESTIONS

• Do you hold the minimum qualification required for the position?
• Do you have three to five years’ relevant experience in executive or office administration, or secretarial

support?

• Do you have proven experience in diary management, correspondence, meeting coordination and minute-taking?
• Are you proficient in Microsoft Word, Excel, PowerPoint and Outlook?
  • Do you have experience using university administrative systems, particularly ITS, for travel, procurement or related processes?
• Do you have experience coordinating events, workshops, meetings and associated logistics?
• Do you have experience providing professional service to diverse internal and external stakeholders?

SALARY RANGES (Peromnes)

ADDITIONAL INFORMATION e.g. contact person and telephone number, e-mail; etc.

CLOSING DATE FOR APPLICATIONS:

• Cover letter
• Equity targeted groups to be specified on the advert