Administrative OfficerExpired

Department Description/Departement Beskrywing

Faculty of Medicine and Health Sciences

Department of Psychiatry

Administrative Officer (Post Level 11)

(Tygerberg Campus)

Ref. TGB09/190/0726

The Department of Psychiatry at the Faculty of Medicine and Health Sciences of Stellenbosch University (SU) is currently recruiting an Administrative Officer for the Department of Psychiatry,

Tygerberg Campus. The role will provide essential student administration and support for the management of undergraduate and postgraduate academic programmes in the Department of

Psychiatry. We therefore seek a highly skilled, self-motivated, high-performing professional for this full-time permanent post in the Department of Psychiatry.

Fakulteit Geneeskunde en Gesondheidswetenskappe

Departement Psigiatrie

Administratiewe Beampte (Posvlak 11)

(Tygerberg-kampus)

Verw. TGB09/190/0726

Die Departement Psigiatrie aan die Fakulteit Geneeskunde en Gesondheidswetenskappe werf tans 'n Administratiewe Beampte in die Departement Psiatrie op die Tygerberg-kampus van die Universiteit Stellenbosch (US). Die rol sal noodsaaklike studente-administrasie en ondersteuning bied vir die bestuur van voorgraadse en nagraadse akademiese programme binne die Departement Psigiatrie. Ons soek dus 'n hoogs bekwame, selfgemotiveerde, hoëpresterende professionele persoon vir hierdie voltydse permanente pos in die Departement Psigiatrie.

Duties/Pligte

Duties

• Administration of undergraduate and postgraduate psychiatry student teaching, i.e. the coordination of all logistics and correspondence for these programmes.
• Drawing up rosters, timetables and booklets.
• Loading lectures and tests onto WebCT.
• Booking lecture halls and other venues.
• Liaising with students and assisting with enquiries.
• Coordinating student seating and workstation allocations.
• Providing administrative support to lecturers.
• Coordinating examinations and liaising with the examinations department of the Faculty, including the submission of examination and test question papers, examination timetables, the

calculation of scores and submission of marks.

• Invigilating tests and examinations.
• Assisting with the recording and editing of videos for student training.
• Maintaining a database of all students, courses, results, etc.
• Coordinating all logistics and correspondence of the undergraduate programme for Psychiatry.
• Coordinating all logistics and correspondence of the postgraduate programme (MMed I & II), as well as any other postgraduate studies in the Department.
• Updating all research outputs onto the Symplectic Elements System, keeping noticeboards current, and maintaining communication regarding the front page of articles and papers.
• Other general administrative functions, (e.g. managing the front office/reception area and covering for the other administrative officer during their leave.
• Overseeing day-to-day office communications, including handling telephone calls, responding to emails, and facilitating effective information flow between internal staff and external

stakeholders.

• Maintaining a database of Registrars / Supernumeraries / Sub-specialists.
• Ensuring that assessments are timeously scheduled according to standard operating procedures.
• Facilitating the process for the discontinuation of, interruption of, or re-admission of studies and ensuring that it is communicated to all relevant stakeholders.
• Uploading and downloading learning material on SUNLearn / support to students and lecturers.

Pligte

• Administrasie van voorgraadse en nagraadse studente-onderrig in psigiatrie, bv. die koördinasie van alle logistieke en korrespondensie vir hierdie programme.
• Opstel van roosters, lesingroosters en handleidings.
• Plaas lesings en toetse op WebCT.
• Bespreek lesing- en ander lokale.
• Skakel met studente en hulpverlening met navrae.
• Koördineer studentesitplek- en werkstasietoekennings.
• Voorsien administratiewe ondersteuning aan dosente.
• Koördineer eksamens en skakel met die eksamenafdeling van die Fakulteit, met inbegrip van die hantering van eksamen en toetsvraestelle, eksamenroosters, die punteberekening en

laai van punte.

• Toesighouding oor toetse en eksamens.
• Hulpverlening met die opname en redigering van videos vir studente-opleiding.
• Instandhouding van `n databasis vir alle studente, kursusse, uitslae, ens.
• Koördineer alle logistiek en korrespondensie van die voorgraadse program vir Psigiatrie.
• Koördineer alle logistiek en korrespondensie van die nagraadse program (MMed I & II), asook enige ander nagraadse studies in die Departement.
• Opdatering van alle navorsingsuitsette op die Symplectic Elements-stelsel, hou kennisgewingborde op datum, en handhaaf kommunikasie oor die voorblad van artikels en referate.
• Ander algemene administratiewe funksies, (bv. bestuur van ontvangsarea en verlof dekking vir die ander administratiewe beampte).
• Bestuur die daaglikse kantoor-kommunikasie, insluitend telefoonoproepe, e-pos beantwoording, en die fasilitering van doeltreffende inligtingsvloei tussen interne personeel en eksterne

rolspelers.

• Handhaaf 'n databasis van Registrateurs / Supernumerêre / Sub-spesialiste.
• Verseker dat assesserings betyds geskeduleer word volgens standaard bedryfsprosedures.
• Fasiliteer die proses vir die staking, onderbreking of hertoelating tot studies en verseker dat dit aan alle toepaslike belanghebbendes gekommunikeer word.
• Oplaai en aflaai van leermateriaal op SUNLearn / ondersteuning aan studente en dosente.

Job Requirements/Pos Vereistes

• Grade 12/Matric (National Senior Certificate), or a National Vocational Certificate Level 4.
• At least two years' administrative/secretarial experience in an academic field.
• Excellent computer skills in Microsoft Office, specifically Word, Excel, Outlook, as well as Teams.
• Excellent communication skills in English as well as Afrikaans, or isiXhosa.
• Good organisational and administrative skills.

Vereistes

• Graad 12/Matriek (Nasionale Senior Sertifikaat), of 'n Nasionale Beroepsertifikaat Vlak 4.
• Minstens twee jaar se administratiewe/sekretariële ervaring in 'n akademiese omgewing.
• Uitstekende rekenaarvaardighede in Microsoft Office, spesifiek Word, Excel, Outlook, asook Teams.
• Uitstekende kommunikasievaardighede in Engels sowel as Afrikaans of isiXhosa.
• Goeie organisatoriese en administratiewe vaardighede.

Recommendation/Aanbeveling

Recommendations

• Knowledge of policies and procedures related to university administration.
• A working knowledge of SUNLearn, SUNStudent, SUNScholar and PlacementPlus.
• Experience relevant to this post.
• Attention to detail and the ability to multitask.

Aanbevelings

• Kennis van beleide en prosedures met betrekking tot universiteitsadministrasie.
• Werkskennis van SUNLearn, SUNStudent, SUNScholar en PlacementPlus.
• Ervaring tersaaklik tot hierdie pos.
• Aandag aan detail en die vermoë om verskeie take gelyktydig te verrig.

How To Apply/Hoe Om Aansoek Te Doen

#PSS

The University is committed to employment equity (EE), and appointments will be made in line with the institutional EE Plan. Only South African citizens from the designated groups will be considered for appointment.

Stellenbosch University reserves the right not to make an appointment.

Your application, comprising a comprehensive curriculum vitae (including the names and email addresses of at least three references), must reach the University before or on the closing date in the advertisement.

Apply online at https://www.su.ac.za/en/careers-su by clicking ¿Apply now¿ at the top to the right of the page for the specific vacancy.

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