Purpose
The role will ensure administrative support to the HR Director and team. Serve as a point of contact for internal and external stakeholders. Manage calendars, schedule meetings and coordinate events. Taking minutes in meetings and relevant committees. Maintain accurate and up to date HR records (physical files and digital). Data management and analysis, writing reports, preparing presentations, and preparing executive documents. Maintain confidentiality and handle sensitive information with discretion. Act in the best interest of the HR department and the University. Travel arrangements. Assist in special projects within the department including B-BBEE elements, system automation, liaising with external stakeholders etc related to HR.
Minimum requirements
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A relevant NQF07 qualification in Business Administration, Human Resources, Office Management or equivalent,
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At least 3 years' experience, working with management, including data management and analysis, writing reports and minutes, preparing presentations, and preparing executive documents,
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Advanced in Microsoft skills (MS Word/ Excel/PowerPoint/Teams).
Recommended Requirements
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Exposure to HR practices in a Higher Education environment,
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ITS experience,
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HR experience.
Job Functions
1. General Office Administration
Handling of Correspondence
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Receive all incoming emails and letters, own/school/department/ section,
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Keep records of all correspondence,
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Read and analyse incoming memos, submissions, and reports to determine their significance and plan their distribution,
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Assist with production of documents in the office of the Director: Human Resources,
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Preparation of PowerPoint slides for meetings and conferences.
Meeting Administration
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Compile and circulate dates of monthly meetings,
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Plan, co-ordinate, and schedule meetings/functions,
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Ensure relevant documents are available for scheduled meetings,
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Prepare documentation for meetings attended by Director: Human Resources. by reading agendas, minutes, reports, and submissions for meetings and highlighting matters for the attention of Director,
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Prepare meeting agendas and distribute,
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Take minutes, transcribe, and distribute to meeting attendees,
General Administration
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Plan, organize, and manage own time and workload effectively to ensure deadlines are met,
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Coordinate liaison between HR, departments, etc.,
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Provide secretarial support to the Director: Human Resources,
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Collect and analyse data relevant to the functioning of the Department,
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Prepare reports for submission to Director: Human Resources.
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Manage travel, hotels, and flight bookings
Records Administration
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Maintaining a logical, methodical filing system that is accessible,
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Collect and upload evidence for internal auditors, HR Annual Performance Plan etc.,
Telephone Coverage
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Answer the department telephone and route calls accordingly,
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Screen calls for the Director: Human Resources.
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Take messages,
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Respond to voicemail messages.
2. Dairy management
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Manages the Director’s diary,
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Set up meetings and venues via the electronic diary,
3. Procurement
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Processing and monitoring purchases,
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Ordering stationery,
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Maintaining stock required for the Department,
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Implement and maintain a relevant document management system in relation to the procurement function,
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Receive purchase order requests from relevant parties,
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Ensure that all PO requests are signed off by the designated signatories and obtain approval,
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Matching PO request and original PO from ITS,
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Communicate with all vendors regarding outstanding deliveries and payment procedures,
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Clearing unpaid PO’s monthly.
4. Financial Administration
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Follow up on invoices for payment,
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Submit purchase orders for payment to the required office,
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Actively participate in the budget processes.
5. Client Liaison
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Answer queries and complaints for internal and external visitors,
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Greeting and screen visitors and determine whether they should be given access to the Director: Human Resources,
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Use own initiative and manage difficulties and direct to the respective office,
6. Financial Administration
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Preparing reimbursements,
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Process payment of travel arrangements for the Director: Human Resources,
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Maintaining records of financial payments,
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Coordinate and prepare the Department's budgets,
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Monitor spending in the HR department and advise the Director: Human Resources.
7. Ad hoc Duties
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Perform ad hoc duties as allocated by Director: Human Resources.
Enquiries can be made via email at [email protected]
Assumption of duties: As mutually agreed to upon acceptance of the appointment. The University reserves the right not to make an appointment.
Women and people with disabilities are encouraged to apply.
Note: Sol Plaatje University (SPU) is dedicated to meeting its Employment Equity targets.
