Departmental Secretary (Internal applicants only)

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Job Title

Departmental Secretary (Internal applicants only)

Faculty

Health & Wellness Sciences

Department

Cape Peninsula University of Technology -> Health & Wellness Sciences -> Dental Sciences

Campus/ Location

Tygervalley Health and Wellness Sciences Bldg - ZA (Primary)

Job Type

Permanent

Occupational Function

Support / Admin

Number of Positions

1

Annual Salary Package (incl. Medical Aid rate based on principal member only)

To be confirmed

Advert Closing Date

27/5/2026

To provide secretarial/administrative support for the department to ensure effective and efficient rendering of quality service by way of handling correspondence, accurate data capturing, database administration, administration of skills development planning sessions for staff, diary management and phone coverage. To work as a team member through contributing to the department's activities, which require team support, including but not limited to registrations of learners, graduations, University Open Days and organising of department-related meetings and related documentation on e.g. financial and staffing matters.

• At least two (2) years' secretarial and/or departmental administrative experience with a Higher Education environment.
• Knowledge of general administrative functions, basic principles of finances, and human resources.
• Proficiency in MS Office (Advanced knowledge in Word, Excel, PowerPoint, Project, SharePoint, OneDrive, Teams, Forms) as well as in the use of ITS, OPA, MIS, HEMIS, and other CPUT IT software.

• National Diploma in Office Management Technology or equivalent qualification.
• Experience working in an academic department

• Receive mail, including emails for the department and distribute to the addressees.
• The typing of memoranda, test/examination scripts and letters for staff where requested, do printing and photocopying for the department.
• Handle administration pertaining to the department's main function, ranging from administration of examinations, correspondence, timetables, handling of tests/examination scripts, processing of applications forms of students and staff.
• Database administration, collate information for inputting into the One Drive and SharePoint control, and update.
• Departmental internal and external liaison, e.g. prepare minutes and agenda to be circulated.
• Assist in the administration and submission of human resources documentation, including part-time appointment and monthly claims.
• Procurement of equipment, obtain quotes, process requisitions, and submit invoices to creditors for payment.
• Record administration such as filing of all physical and electronic documents, student academic forms, minutes of meetings, and retrieving requested records and documents.
• Phone coverage and general office operations, such as stock control and equipment.
• Team support in operations from orientation to the graduation of students.
• Support in matters relating to staff documentation, financial requisitions and management.
• Computer literacy and proficient use of Office 365 Suite, MS Excel and MS Word.
• Proficient in the use of ITS, OPA, MIS, HEMIS and other CPUT IT software.
• Minute taking.
• Verbal and written communication skills.
• Good interpersonal skills and telephone etiquette.
• Effective planning and time management ability.
• Ability to adapt to changing environments.
• Contributing to team success. Initiating action to meet deadlines.
• Good organisational ability and effective control of tasks and activities.
• Stress tolerance and safety awareness.

The Cape Peninsula University of Technology is committed to Employment Equity and aims to attract and retain talented individuals to achieve our equity objectives. People from the designated groups, including those with disabilities, are encouraged to apply. Preference will be given to applicants whose appointment contributes towards the achievement of demographic representation. We reserve the right not to make an appointment.