HR19
1
JOB DESCRIPTION
NOTES
Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm
This form serves as a template for the writing of job descriptions.
A copy of this form should be kept on file in your office.
For re-evaluations, this form must be sent to your relevant HR Advisor/Officer
Position Title (current title)
POSITION DETAILS
Admin Officer: Postgraduate Administration (two identical posts)
Status of Post (tick)
New Post
Job Grade (current grade)
8
Faculty (if applicable)
Health Sciences
Department
Dean’s Office
Section (if applicable)
Postgraduate Administration
Date of Compilation
18 August 2010
Re-evaluation
FOR OFFICE USE
Job Title
Date of Grading
Grading Result
See attached.
ORGANOGRAM
PURPOSE
The main purpose of this position is:
Processing the candidature and examination of students registered for master’s degrees by coursework and
dissertation (about half of all students)
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JOB CONTENT
Key Performance
Areas (4 – 6)
1) Examination of
master’s
dissertations
2) Curriculum
control, course
result schedules,
qualifiers and
graduaton
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Activities / Objectives / Tasks
Results / Outcomes
Processing the candidature of students registered for MPhil, MMed &
MSc (Med)dissertations (half of the alphabet):
1) Advising candidates of the requirements for submission (number of
copies, format, etc).
2) Once the candidate has given notice of intention to submit,
requesting nominations of external examiners from the supervisor.
Arranging the approval of nominated examiners in a Dean’s
Circular, via the Manager: Postgraduate Administration. Sending a
letter of invitation to examiners once approved.
3) Receiving completed dissertations; sending dissertations to
examiners by courier once they have accepted. Diarising agreed
dates of return. Reminding examiner at regular intervals of return
date.
4) On a tracking database, tracking receipt of examiners’ reports to
ensure graduation deadlines are met. Alerting Manager: PG
Administration to any problems.
5) On receipt of examiners’ report, submitting examiners’ reports to
Manager: PG Administration, who in turn discusses the reports
with the Deputy Dean for a recommendation.
6) Preparing a recommendations for approval by the relevant
postgraduate committee. Circulating the recommendations and
examiner reports to the committee and recording responses.
7)
Advising the student, supervisor and department of the result.
8)
Maintaining hard copy and electronic records of student files.
9)
Submitting final, approved dissertation and CD to the Library and
updating the database to confirm same.
1) Candidates and supervisors fully
understand the rules, policies and
procedures relating to the
candidature of master’s students.
2) External examiners are
nominated and approved with due
regard to timelines and invited
promptly.
3) Dissertations are sent to
examiners correctly, timeously
and with due regard to graduation
dates.
4) A tracking database is kept up to
date so that every stage of the
process is clear at all times.
5) Submissions for approval of
Faculty board and committees
are clear and timeously approved.
6) Accurate hard copy files and
electronic records are kept.
7) Approved dissertations are sent
to the Library immediately after
graduation.
1)
1) All non-graduating master’s
students are correctly registered
and reregistered on Peoplesoft.
2) Student records are complete
and accurate. All results have
After registration, running a course result schedule of postgraduate
students and checking to ensure that (a) all returning students have
been registered, and (b) have been correctly registered. Following
up with students, programme convenors and departmental
secretaries to ensure the reregistration of students who have not
% of
time
75%
10%
Competencies
Full understanding of
processes and
policies.
Excellent time
management and
workload
management skills.
Attention to detail.
Word, Excel and
Peoplesoft skills.
Good oral and written
communication skills.
Professionalism.
Iniative.
Ability to work
automously.
Full understanding of
curriculum
requirements and
progression rules.
Peoplesoft skills.
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qualified and to avoid applications for retrospective registration.
Processing credits and exemptions where necessary.
Capturing the names of prizewinners on Peoplesoft.
After due dates for uploading of results by departmental assistants,
running a CRS to check that all results have been uploaded.
Communicating with departmental assistants about omissions.
5) Calling a meeting of the prelim exams committee responsible for
consideration of results and taking notes.
6) Checking that master’s students (by coursework & dissertation)
whose dissertations are being examined have met all coursework
requirements.
7) Checking distinction rules where relevant.
8) Capturing qualifiers (including distinction texts where relevant) on
Peoplesoft.
9) Checking final list of qualifiers sent by Records Office via Manager:
PG Admin.
10) Checking draft graduation programme with Manager.
11) Assisting at graduation ceremonies.
12) Sharing, on a rotational basis, the servicing of the Honours,
Postgraduate Diploma, coursework master’s, doctoral and masters’
and professional master’s committees (2-4 meetings each per
annum): Calling meetings, arranging venue/refreshments,
distributing an agenda, taking minutes and follow-up action if
required.
13) Assisting with the annual registration of new and returning
postgraduate students. This includes
 preparing forms relating to registration
 assisting with handling queries from students
 checking and correcting problems with plans, checking
academic year of study, etc.
 ordering various sets of booklets and documentation and
preparing (with assistance of other staff in the unit) orientation
packs for new postgraduate students.
 responding to queries that students may have.
 capturing registration details on Peoplesoft.
14) Obtaining approval of requested concessions and/or
2)
3)
4)
4)
Other duties
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been captured and approved in
good time by the relevant
committees.
3) The Senate List of Qualifiers and
graduation programme are
correct.
1) Meetings are called in good time
and well attended; minutes and
follow-up action are promptly
executed.
2) Registration and curriculum forms
are accurate and duly processed.
3) New and returning postgraduate
students feel welcome and
receive an excellent and friendly
service.
4) Peoplesoft records are accurate
and promptly captured.
5) Statistics are promptly produced.,
6) All other tasks are promptly and
accurately completed.
Excellent attention to
detail.
Excellent time and
workload
management skills.
Ability to work
autonomously and
without on-going
supervision.
Professionalism.
5%
Teamwork.
Accuracy and
attention to detail.
Clear oral and
written
communication.
Good time and
workload
management.
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authorizations and including these in a monthly PG Dean’s
Circular.
15) Producing statistics at the request of the Manager: PG Admin
16) Doing other tasks allocated by the Manager.
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MINIMUM REQUIREMENTS
Minimum Qualifications
Matriculation.
Minimum Experience
At least three years’ relevant experience.
Compiled
by
PRINT NAME
B Klingenberg
AUTHORITY
SIGNATURE
CONTACT NO.
X6650
Approved
by
Reviewed
by
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DATE
1/9/10