HR191
NOTES
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JOB DESCRIPTION
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 DETAILS
Position Title (current title)
Administrative Officer
Status of Post (tick)
New Post
Job Grade (current grade)
8
Faculty (if applicable)
Humanities
Department
School of African & Gender Studies, Anthropology & Linguistics
Section (if applicable)
Anthropology
Date of Compilation
5 February 2013
√
Re-evaluation
FOR OFFICE USE
Job Title
Date of Grading
Grading Result
ORGANOGRAM
Head of Department
Lecturing Staff
Administrative Officer
(PC08) – This post
Part-time Senior Secretary
(PC06)
Administrative side of tutors
Administrative Assistant: Linguistics
(PC07)
PURPOSE
The main purpose of this position is to manage the administrative requirements of the
Anthropology Section of the School of African & Gender Studies, Anthropology & Linguistics and
its students to ensure the smooth and effective running of the office. This is to be done in
conjunction with the wider UCT administration network.
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JOB CONTENT
Key Performance
Areas (4 – 6)
1. Departmental
Administration
2. Management of
administrative staff
% of time
spent
20
15
35
3. Financial
management and HR
related matters
Activities / Objectives / Tasks
Results / Outcomes
 Edit Research Report,
 Responsible for Publication Count
 Prepare postgraduate and undergraduate Departmental
Handbook entries
 Assist with travel arrangements and organise payment for
visiting academics
 Provide administrative support to the Head of Department and
other members of staff
 Handle queries, telephonic, via e-mail and walk-ins, on behalf
of the Head Of Department
 Oversee liaison with maintenance regarding repairs and
oversee the maintenance of the asset register.
 Manage, train, mentor and support admin staff.
 Develop and maintain positive interpersonal relationships with
Administrative Assistant, part-time Senior Secretary, and
Student Assistant/s.
 Facilitate drawing up development plans
 Assess performance
 Recruit and select admin staff as required
 Provide administrative guidance and management for tutors
 Planning and budgeting
- Provide HOD with sufficient information on previous and
current years’ expenditure to facilitate budget decisions
- Compile budget and complete templates required by
Faculty Finance
- Input approved plans onto SAP
 Funds reporting, management and maintenance
- Supply fund reports to HOD and other fundholders
- Assist fundholders with S&T, reimbursements, advances,
receipting and invoicing
- Open and close funds. Clear outstanding advances and
deficits timeously.
 Purchasing
- Ensure University purchasing KPI requirements are met
- Serve as purchasing backup for AGI
- Raise purchase orders & clear purchasing card transactions
Competencies
 Smooth running office
 Handbooks ready timeously and
correct down to the last detail.
 An accurate and comprehensive
Publication Count completed by
the deadline
 Asset register maintained
 Organised
 Institutional knowledge
 Manage time well
 Systems oriented
 Attention to detail
 Competent and efficient
administrative staff who take
responsibility for their work
 Good interpersonal relationship.
 Good leadership.
 Effective guidance
 Realistic setting of development
plans
 Interpersonal skills
 Ability to provide the ‘big picture’,
 Effective supervision
 People management skills
 Team building skills
 Accurate and efficient financial
administration according to given
deadlines
 Matric Accounting or equivalent
qualification -or equivalent work
experience
 Knowledge of current UCT
financial policies and
procedures
 High level of competency in SAP
Finance and Excel
 Personal accountability
 Analytical skills
 Initiative
 Accuracy and attention to detail
 Written communication skills
 HR Administration
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4. Student, course and
exam administration
5. Marks Processing
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15
15
- Ensure correct fund and cost centres are entered on HR
forms, and sufficient funds are available
- Administer non-recurrent appointments and payments,
including external examiners
- Monitor payroll postings
 General
- Ensure funding proposals go via the correct route and cost
recovery and legal aspects are complied with prior to proposals
being sent to prospective Funders
- Ensure money receipted correctly
- Administer annual fixed asset count
 Liaise with students with respect to general enquiries and
advice on courses and oversee the handing out of readers
and assignments
 Set up and administer the tutorial sign up process for courses
 Handle the administrative side of postgraduate applications.
Advise potential postgraduates on application procedure
and funding options. Request necessary documentation
from applicants. Keep accurate records of the progress on
all applications and liaise with Faculty graduate office
 Oversee general undergraduate course administration
 Course administration for postgraduate courses
 Liaise with staff regarding the exam timetable/s
 In consultation with staff and external examiner, set timeframe
for printing of exams / marking / sending to the external and
capturing of marks to meet deadlines.
 Schedule invigilators
 Manage exam scripts
 Oversee undergraduate marks processing throughout the
semester and calculate final marks
 Set up and adhere to the various deadlines for effective marks
capturing and checking necessary to meet the final deadline
 Prepare postgraduate essays for the external examiner
 Record all postgraduate marks and calculate final marks
 Liaise with course conveners and external examiner regarding
the final marks
 Liaise with external examiner for undergraduate and
postgraduate courses
 Capture and prepare final undergraduate & postgraduate
marks for submission to Student Records
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 ‘Front of house’ running efficiently
and effectively.
 Tut process running smoothly
 Postgraduate application process
rapid and smooth
 Exam period running smoothly and
all deadlines met.
 Knowledge of the department and
University.
 Knowledge of academic
administrative procedures.
 Knowledge of UCT examination
process.
 Good knowledge of postgraduate
funding opportunities.
 Student focused
 Attention to detail
 Organised
 Marks captured correctly and within
deadlines.
 Effective relationship with external
examiner.
 Knowledge of People Soft and
UCT marks processing
 Computer literacy, especially
Excel
 Interpersonal skills
 Professionalism
 Meticulous attention to detail
 Time management
HR191
Minimum Qualifications
MINIMUM REQUIREMENTS
Matriculation certificate
Matric Accounting or equivalent qualification (or see below *)
Minimum Experience
3 years relevant experience
* equivalent Accounting experience
AUTHORITY
PRINT NAME
SIGNATURE
Compiled by
CONTACT NO.
DATE
5/02/13
5/02/13
Approved by
Reviewed by
5 August 2009
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