Reporting to the Director: Management of the HEQSF, the successful candidate will be responsible for the following: 

• Identify data sources and collate information relevant to the work of the subprogramme.
• Conduct primary research as and when requested.
• Keep track of publications and ensure they are available when needed.
• Format documents, reports, information as and when requested.
• Assist with information-related queries when required.
• Capture information as requested.
• Develop and maintain an electronic document filing system.
• Develop and maintain relevant databases.
• Disseminate relevant information.
• File all documentation and correspondence received in the file plan.
• Archive attendance lists, agendas, minutes and other documents from meetings and events.
• Maintain updated lists of committees and working group members and their contact details.
• Input and update data in the sub-programme database.
• Provide documents requested timeoulsy.
• Maintain confidentiality of records and documents.
• Coordinate meetings and workshops.
• Draft and distribute meeting agendas and relevant documentation.
• Book, collect and set up equipment needed for meetings.
• Arrange venues, catering and other requirements for meetings.
• Liaise with Supply Chain to ensure all the meeting requirements are met.
• Make Travel and accommodation arrangements for meeting participants.
• Compile, copy, collate and distribute documents and stationery for meetings.
• Reconcile general ledger statements.
• Process invoices and travel claims.
• Facilitate the contracting and payment of peer academics.
• Ensure that all the equipment in the area of responsibility is in good working order.
• Serve as the primary point of contact in the area of responsibility.
• Respond to routine queries and provide information to stakeholders.
• Arrange meetings between stakeholders and Team members.
• Build and maintain relationships with internal and external stakeholders.
• Interact with stakeholders about information required by them or from them

The successful candidate should have:

• A Secretarial/Administration Diploma or relevant NQF level 7 qualification.
• A certificate in Microsoft Office.
• A minimum of 2- 3 years’ experience in an Executive Administrator or similar role

Competencies (knowledge/skills/attributes):

• Integrity.
• Organisational commitment.
• Developing and maintaining relationships.
• Planning and organising.
• Quality of outputs.
• Attention to detail.
• Verbal and written communication skills.
• Maintain confidentiality.
• Flexibility.
• Excellent computer application skills.
• Ability to work to strict timeframes.