JOB PROFILE
ADMINISTRATIVE DETAILS
POST NO:
DESIGNATION:
TUTOR SECRETARY
DEAN’S
NAME OF
INCUMBENT:
STAFF NUMBER;
FACULTY/
DIVISION:
SCHOOL/
SECTION:
REPORTING STRUCTURES
THIS POST REPORTS TO: DEAN
DIRECT REPORTS INTO POST AND NUMBERS:
NB: AN ORGANISATIONAL CHART (ORGANOGRAM) CLEARLY SHOWING THE REPORTING
STRUCTURE OF THE SCHOOL/ DIVISION/ DEPARTMENT/ SECTION, INCLUDING THE CURRENT TITLES
OF POSTS, MUST BE ATTACHED.
INTERACTIONAL FREQUENCIES
EXTERNAL: PUBLIC
INTERNAL: ACADEMIC AND GENERAL UNIVERSITY ADMINISTRATION
PURPOSE OF THE JOB
To work with the Dean of … to ensure the smooth administrative functioning of the Dean’s
Office and the section directly controlled by the Dean.
Post Number:
Post Title: Dean’s Secretary
1
KEY RESPONSIBILITY AREAS
1
Secretarial Assistance to the Dean / Academic Staff
2
Finance Administration
3
Public Relations / General
% OF JOB
80%
10%
10%
TOTAL
100%
DUTIES AND RESPONSIBILITIES RELATED TO KRA’s
1. Secretarial / Administrative and Reception
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Responsible for providing a comprehensive and confidential secretarial and
administrative assistance to the Dean.
Maintain an electronic diary for the Dean.
Maintaining up-to-date e-mail groups, up-to-date contact/telephone details of members of
staff both academic and non-academic.
Responsible for the typing of and despatching of faxes, e-mails, correspondence,
reports, directives and circulars, schedules, references, Minutes of meetings and other
documentation under the direction of the Dean.
Receiving calls for the department, taking messages for the Dean and the other staff
members within the Faculty - being the first port of call for all enquiries
Answer all incoming calls on the Dean’s telephone line.
Typing and printing emails for the Dean and making sure that they are sent off to the
relevant people and followed up.
Assisting the Dean with typing & presentation of research articles.
Responsible for all travel arrangements, i.e. nationally and internationally, flight
reservations, car hire and hotel accommodation, including subsistence whenever
there is a conference (Deans Conferences, etc) for the Dean, academic staff members
and visiting lecturers. This task is carried out in conjunction with the travel office on
campus viz. Connex.
Responsible for arranging of catering for meetings, workshops, functions and
seminars and posting of associated notices to recipients.
Responsible for booking of venues for functions that are hosted by the Faculty
throughout the year.
Handles or refers queries from staff, students and general public to the relevant
person.
Ensure that student and public enquiries and requests to the Faculty for assistance
are dealt with in a profession and cordial manner.
Handling and sorting out various queries for the Dean, Deputy Dean, Dean’s Assistant
and staff and trying to find a quick solution to these problems i.e. sorting out computer
problems, email, telephones problems and other sundry stuff etc.
Co-ordinating, organising and catering for functions such as farewell teas, staff teas,
conference meetings, Graduation prize giving luncheon etc.
Preparing and distributing invitations, letters and emails.
Liaising with catering companies to make sure that all dietary requirements are
Post Number:
Post Title: Dean’s Secretary
2
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catered for.
Supervising caterers to ensure that arrangements for all Faculty functions run
smoothly.
Provide administrative relief assistance when required.
Printing student’s academic record when required.
2. Finance Administration
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When required, assist the Principal Faculty Officer and the Dean with general financial
administration (e.g. procurement processes and asset register)
Processing of travel bookings through the procurement office for the Dean/Dean’s
assistant.
Assist with catering for the Faculty and processing of orders, when required.
3. Public Relations / General
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To liaise with academic members of staff in the Faculty to ensure that they receive the
support and assistance to which they are entitled. Will also liaise with many other
academic and support departments
Assist the Dean with the organisation of any conferences or workshops the Faculty
holds.
General correspondence.
Attending to numerous visitors and telephone calls (local and international).
Prepares agendas and minutes, sets up the dates and times and alerts all staff of
meetings the Dean chairs.
Advise students and set up appointments between them and the Dean when
necessary.
Post Number:
Post Title: Dean’s Secretary
3
MINIMUM QUALIFICATION AND EXPEREINCE REQUIRED FOR THE POST
EDUCATIONAL REQUIREMENTS
IN YEARS
EXPERIENCE
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Grade 12 plus 1 year relevant qualification
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Three years relevant experience
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Good knowledge of the university systems and rules and
regulations
Knowledge of the university SMS systems
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KNOWLEDGE
IN ADDITION TO THE ABOVE – FOR ADVERTISING PURPOSES ONLY
PERSONAL ATTRIBUTES
REQUIRED FOR THE
POST
ADVANTAGES
EXPERIENCE IN THE
ABSENCE OF MINIMUM
QUALIFICATION
Post Number:
Post Title: Dean’s Secretary
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Good telephone and communication skills both written and verbal
Be able to work under pressure
Confidentiality
Be able to work independently and part of a team
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Proven computer skills/ Microsoft package
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Grade 12 and 4 years relevant work experience
4
RECORD OF APPROVAL
This job profile is a true reflection of the tasks, functions and responsibilities of the position.
NAME
1ST LINE
M ANAGER
SIGNATURE
DATE
Dean
2ND LINE
M ANAGER
INCUMBENT
DATE OF
EVALUATION
Post Number:
Post Title: Dean’s Secretary
5