PERSONAL ASSISTANT: DVC ETP OFFICE

Nelson Mandela University reserves the right not to make an appointment. In considering candidates for appointment into the advertised posts, preference will be accorded to persons from a designated group in accordance with the approved Nelson Mandela University Employment Equity Plan.

CORE PURPOSE OF JOB

To provide professional administrative and governance support to the Deputy Vice-Chancellor: Engagement & Transformation through dedicated personal assistance and office support, provision of secretarial support to ETP-related meetings, as well as through ownership and coordination of University-wide initiatives & projects, and organisation of institutional events aligned with the ETP.

KEY PERFORMANCE AREAS

1. Effective management of a complex and challenging diary for both University business and business related to the DVC’s roles in other external organisations, with an ability to prioritise and plan the diary at least 12 months in advance. Flexibility in this regard is essential since the diary often needs to be changed at short notice and there is a need for the PA to continually balance competing priorities.
2. Proactive inbox management, with confidence to make decisions on behalf of the DVC where appropriate.
3. Proactive governance support and preparation and collation of meeting-related papers, working collaboratively to determine what information might be required in advance of a meeting, articulating clear deadlines for submission and following-up where necessary.
4. Production of documents, presentations, and briefings in relation to the work undertaken by the DVC, ensuring an appropriate tone and style, including undertaking desktop research and sourcing information from internal and external stakeholders.
5. Provision of outstanding customer service at all times, including ensuring that all visitors, both internal and external, are welcomed in an appropriate manner.
6. Planning and arranging local and overseas travel, including booking flights, hotels, transfers, and organisation and planning of itineraries, ensuring best use of time and taking into account budgetary constraints.
7. Planning and arranging a variety of events, and organising high profile visits by senior external stakeholders, which will require close liaison with a range of departments.
8. Dealing with a wide range of enquiries independently, acting as the interface between the DVC’s Office and senior personnel within the University and the external community, including senior personnel nationally and overseas.
9. Provision of high-quality committee support where necessary, taking minutes and ensuring that any action points are followed up in a timely manner.
10. Monitoring and processing financial information in accordance with the University’s policies. The incumbent is required to be flexible in developing their role and will, from time-to-time, be required to undertake any other duties commensurate with the grading of the position.

CORE COMPETENCIES

1. Outstanding organisational and administrative skills.
2. Outstanding verbal and written communication skills, including the ability to write on behalf of the senior team for different audiences and to required deadlines.
3. Highly developed research skills and experience of producing and analysing complex source material, information and data.
4. A high degree of professionalism, tact, and diplomacy, and the ability to exercise discretion regarding the handling and management of sensitive information/issues.
5. Excellent interpersonal skills and the ability to inspire confidence and command authority with a range of colleagues and external contacts, including understanding appropriate protocols.
6. Ability to build networks with peers to facilitate cross-institutional collaboration, promote knowledge sharing, provide constructive challenge as appropriate, and gain commitment to action or change.
7. Highly proficient IT skills, in particular the ability to handle complex electronic diaries and emails and the MS Office suite of programmes. The incumbent should also be confident and able to quickly learn new IT skills and software packages as required.
8. A high degree of initiative, personal judgement, resourcefulness, flexibility, and self-motivation.
9. An ability to bring personal ideas and creativity to projects and tasks and work with others to ensure projects are successfully completed.
10. Enthusiasm and willingness to meet challenging demands, working with different people and deadlines, and the resilience to manage changing priorities.
11. Demonstrable confident and welcoming style and the ability to adapt to different situations as required to ensure the University is represented in a positive manner.

An interest in, and knowledge of, the higher education sector, and an understanding of how sector or institutional changes may impact on their work or the work of the senior team. A commitment to promote and adhere to the agreed values of the University.

Requirements

1. Candidate needs to possess an M+3 qualification and 3-5 years proven experience of working as a Personal/Executive Assistant in a complex organisation.
2. A postgraduate qualification will be an added advantage.