NOTES
· Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm
· This form serves as a template for the writing of job descriptions
· A copy of this should be kept on file in your office
· For re-evaluations, this form must be sent to your relevant HR Advisor/Officer
POSITION DETAILS
Position Title (current title) / Administrative Assistant (PASS P/C 7) 5/8 positionStatus of Post (tick) / New Post / ü / Re-evaluation
Job Grade (current grade) / N/a
Faculty (if applicable) / Health Sciences
Department / Psychiatry and Mental Health
Section (if applicable) / Centre for Public Mental Health
Date of Compilation / 25 October 2011
FOR OFFICE USE
Job Title
Date of Grading
Grading Result
ORGANOGRAM
PURPOSE
The main purpose of this position is to provide administrative support for the Centre for Public Mental Health’s (CPMH) research project: the Africa Focus on Intervention Research for Mental health (AFFIRM), an international Research Consortium, based in 6 sub-Saharan African countries: Ethiopia, Ghana, Malawi, South Africa, Uganda and Zimbabwe. The project is led from UCT, and the Administrative Assistant will be responsible for conducting general and office administration for the project, purchase orders and procurement, and financial administration. In addition the Administrator will be responsible for student administration for training programmes offered by the CPMH. This is a fixed term contract (5 years).20 October 2008 HR191
JOB CONTENT
Key Performance Areas (4 – 6) / % of time spent / Activities / Objectives / Tasks / Results / Outcomes / Competencies1) General and Office Administration / 40% / Correspondence Handling
· Receive all incoming emails and letters
· Keep records of all correspondence
Typing
· Type correspondence, memoranda, agendas, test/exam papers, time tables and letters generated by the CPMH
· Preparation of power point slides for lectures and conferences
Meeting Administration
· Compile and circulate dates of quarterly project meetings
· Co-ordinate meetings / functions
· Type up meeting agendas and distribute
· Take minutes, type up and distribute to meeting attendees
· Co-ordinate and set up meetings for research projects
General Administration
· Coordinate maintenance of office equipment
· Ordering office stationery and equipment
· Maintaining a logical, methodical filing system that is accessible
· Do photocopying for the project team
· Make travel arrangements for staff
· Prepare promotional material
· Maintain formatting and updating of on-line material on project website
Database Administration
· Collate and compile information for inputting on Databases
· Check data for accuracy
· Update data and database regularly
Records Administration
· Capture all marks data for under and post graduate students
· Compute duly performed lists for all under and post graduate students
Telephone Coverage
· Answer the Centre for Public Mental Health’s telephone and route calls accordingly
· Screen all calls for the CPMH Director
· Take messages
· Respond to voicemail messages
· Manage payment of all relevant project telephone and fax bills / · Correspondence handled within the required timeframe
· Positive feedback
· Accurate records off all correspondence
· All documents typed up accurately and within the required timeframe
· CPMH Website information current
· Quarterly project meeting dates circulated promptly
· Meeting minutes taken, typed up and distributed according to the required format and within the required deadline.
· Equipment maintenance done timeously
· Photocopying completed as required
· Accurate, prompt travel arrangements made
· Course work boxes labelled as per specification and available at the beginning of the academic year.
· Printed course information and material available on request.
· Accurate, relevant data appears on the website
· Class timetables and lists available at the start of the academic year
· All under and post graduate marks data captured according to specification and by the required deadline.
· Telephone calls answered within the specified time
· Class / Lecture notes printed and available for the start of the first lecture
· Course work boxes labelled as per specification and available at the beginning of the academic year.
· Printed course information and material available on request. / · Initiating Action
· Information monitoring and management
· Planning and organizing
· Detail Orientation
· Communication (verbal & written)
· Teamwork
· Work standards
· Client Services Orientation
· Administrative knowledge and skills
· Technical / professional / job knowledge
· Building interpersonal relationships
· Adaptability
· Stress Tolerance
2) Monitoring, Evaluation and Reporting / 5% / · Monitoring and updating the asset register
· Monitor, maintain and order office consumables
· Monitor the level of tidiness of meeting rooms, post-graduate rooms, notice boards and monitor the Maintenance Department and cleaners to keep areas tidy / · Updated, accurate asset register
· Office consumables available as required
· Office consumables budget not exceeded
· Meeting rooms and notice boards tidy at all times
3) Diary Management / 5% / · Set up meetings and venues via the team’s electronic diary / · Diary constantly up to date
4) Purchase Orders and Procurement / 10% / · Process orders for equipment and stationery / · Orders processed according to procedure and within timelines
5) Financial Administration / 20% / · Advise students/applicants/general public on financial aid
· Processing of payment for external examiners
· Prepare reimbursements
· Process payment for air tickets
· Maintaining records of financial payments
· Administer notes levy
· Administer payment of copyright printing
· Manage purchasing cards
· Manage petty cash / · Payments and reimbursements processed according to required specification and within required timeframe
· Accurate financial records available
· Purchases done timeously
· Monthly reports on purchases
· Maintain paperwork for purchasing card
· Report buying patterns/trends
· Petty cash managed
6) Client / Student Liaison / 10% / · Co-ordinate liaison between faculties/ departments / sections
· Respond to student / staff / visitor queries
· Interact in a polite and professional manner with all clients (internal and external) / · Positive feedback from internal and external clients
· Queries responded to politely, professionally and within the required timeframe
20 October 2008 HR191
MINIMUM REQUIREMENTS
Minimum Qualifications / MatricSecretarial and Office Management Diploma
Minimum Experience / 2 years, preferably in an education institution
Computer Literate: MS Word, Excel, Power Point, Access / Database, Internet, email
AUTHORITY
PRINT NAME / SIGNATURE / CONTACT NO. / DATECompiled by / 25 October 2011
Approved by
Reviewed by
20 October 2008 HR191