Документ1
HR191
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 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) Administrative Officer
Status of Post (tick) New Post Re-evaluation
Job Grade (current grade)
Faculty (if applicable)
Department
Section (if applicable)
Date of Compilation
Job Title
8
Commerce
Faculty Office
Postgraduate section
November 2011
FOR OFFICE USE
Date of Grading
Grading Result
Deputy Faculty
Manager
Postgraduate
Programmes
Officer
Administrative
Officer
Undergraduate
Programmes
Officer
Admin Assistant
The main purpose of this position is to proactively provide efficient and effective academic administration and operations management support to the postgraduate section.
April 2011

Документ1
Key Performance Areas (5 – 8)
1) Operations management
% of time spent
Activities / Tasks
15% Correspondence Handling

Manage the correspondence handling for the section

Maintain a record keeping system for correspondence
Data base administration and record keeping

Implement and maintain a statistical data-base of postgraduate section and student information

Maintain a record-keeping system that is logical, methodical and easy to access
Team Interaction

Assume the responsibilities of other administrative staff when they are away, ill or on leave or reassign duties to available team members

Act as Postgraduate Programmes
Officer when required

Handle duties allocated on an ad hoc basis by the Postgraduate
Programmes Officer and the Deputy
Faculty Manager

Assist with information gathering
Allocation and organisation of work

Under the guidance of the
Postgraduate Programmes Officer, consult with academic staff on the best manner in which to provide administrative support for the academic endeavour

Implement an efficient and effective work allocation and workflow
Results / Outcomes Competencies

Correspondence handled within the required timeframe

Positive feedback received

Accurate records of all correspondence kept

Effective functioning of the team

Workplans implemented with the input of faculty office staff

Contingency plans implemented and managed to ensure effective administration

Workflow, work load and work requirements evaluated and adjustments made to same, as required to ensure efficiency and effectiveness

All required documentation and files available

All documents typed up accurately and within the required timeframe

Events planned effectively

Websites and handbooks updated with the relevant information

Relevant offices timeously informed regarding necessary changes

All external phone calls logged on the approved Excel

Spreadsheet template

Initiating Action

Information monitoring and management

Planning and organizing

Detail Orientation

Communication
(verbal & written)

Teamwork

Work standards

Client Services
Orientation

Administrative knowledge and skills

Technical / professional / job knowledge

Building interpersonal relationships

Adaptability

Stress Tolerance

People management

Goal setting and implementing

Delegating

Financial management

Operations management
April 2011

Документ1
Key Performance Areas (5 – 8)
% of time spent
Activities / Tasks

Assign and delegate tasks to team members in the unit

Evaluate and report on the effectiveness of workload allocation and distribution and implement changes where necessary
Faculty information management
(postgraduate)

Implement approved changes to online course brochures, outlines and applications

Ensure adequate levels of stock of forms, information and other material

Update information on the faculty and other relevant websites, once approved

Inform relevant other offices internal and external to the faculty regarding changes

Collect and check handbook changes proposed by the departments

Check proposed handbook changes proposed by the departments to prospectus and other online brochures
Event planning and organising

Co-ordinate events that assist and promoting postgraduate studies

Disseminate approved and vetted information from UCT offices, external bodies and other societies regarding financial assistance for postgraduate studies
Results / Outcomes
April 2011
Competencies

Документ1
Key Performance Areas (5 – 8)
2) Admissions
3) Registration
% of time Activities / Tasks spent
20%

Oversee the implementation of a postgraduate admissions process

Plan and implement with the team involved, support provision for the admissions process

Ensure that complete and up-to-date admissions data is available

Maintain an accurate record of historical information regarding students

Present information regarding admissions in textual and graphic formats
15%

Oversee/supervise the implementation of the postgraduate registration process (includes new and returning students)

Plan and implement with the team involved, support provision for the registration process

Maintain an accurate record of information regarding student registration

Present information regarding registrations in textual and graphic formats

Oversee the smooth implementation of the web-based registration process

Assist with ensuring the re-registration of Masters and PhD students if theses not submitted

Ensure Committee of Assessors recommendations are implemented

Oversee the administration of the examinations process for Masters and
Results / Outcomes

Admissions process supported and facilitated

All students accurately admitted into the system

Data-base updated with all student information current and relevant

Exemption data-base accurately managed

Statistical information regarding registered postgraduate students readily available

Registration process supported and facilitated

All students accurately and timeously registered

Data-base updated with all registered postgraduate students

Statistical information regarding registered students readily available

Masters and PhD students reregistered if necessary

Recommendations of COA implemented and examinations process managed

Updated information on progress with respect to Masters and PhD submissions

Ensure the accuracy of the
AYOS and Programme/Plan for all registrations
Competencies
April 2011

Документ1
Key Performance Areas (5 – 8)
4) Graduation
% of time spent
Activities / Tasks
5%
PhD students

Liaise with the Doctoral Degrees
Board to ensure documentation is submitted and track progress

Ensure that the checklist to facilitate the graduation of all eligible students is accurately concluded and practical matters attended to

Plan and implement with the team members involved, the support provision and assistance required for the graduation process including for example the issue of tickets, checking of certificates

Pursue resolution of discrepancies when they arise, in a proactive manner

Check graduation certificates
Results / Outcomes


Excel spreadsheets that facilitate accurate identification of eligible students and troubleshooting available, accurately configured and updated

All postgraduate results and performance/progress data verified according to specification and by the required deadline
 Deficiencies in “eligibility for graduation” system noted and rectified

Team members ’ skills to support graduation process developed and honed

Graduation Tracking system used for the identification of eligible students – updated when any changes are made to the acadmic record.

Relevant documents pertaining to graduation (e.g. SLQ and
Graduation Programme) checked for errors and rectified.

Inform students where any changes in their eligibility to graduate are made (e.g.
Competencies
April 2011

Документ1
Key Performance Areas (5 – 8)
% of time spent
Activities / Tasks Results / Outcomes
POTD/POTJ
5) Servicing committees
6) Client / Student / Stakeholder
Liaison
5%
5%

Provide efficient administrative support to the Postgraduate Programmes officer for the servicing of the following committees: o Research o Higher Degrees o Committee of Assessors o Ethics in Research

Consult with the Postgraduate
Programmes Officer and/or chairpersons of the committees regarding minutes and other logistics, if necessary

Do the necessary follow-up, in liaison with the Postgraduate Programmes office, post the meeting to ensure that there is continuity and progress

Distribute the information

Assist with the implementation of receipt and dissemination of information

Implement a feedback mechanism for students and other clients to evaluate team members’ quality of service

Respond to student/staff/visitor queries

Counsel students and refer them to relevant others, if necessary

Ensure the external examiners process is managed well from an administrative perspective

Review, type, proof read and format

Accurate information provided

Documentation for meetings timeously distributed

Positive feedback from internal and external clients

Queries responded to politely, professionally and within the required timeframe

Informed decisions made by students and other clients

External examiners loaded on the database, listed on the
Dean’s circular and payment
Competencies
April 2011

Документ1
Key Performance Areas (5 – 8)
7) Information and resource management
% of time spent
Activities / Tasks Results / Outcomes
20% all forms of pro-forma correspondence

Oversee the administration of the PhD process

Provide PhD students with support and advice

Manage workload distribution amongst team members

Ensure that work and requirements for the various processes are planned in consultation with relevant academic staff and the Postgraduate
Programmes Officer

Manage the cost implications of the section ’s activities

Conduct regular section meetings to facilitate communication and enhance the operations

Maintain a management information system that will assist with drawing statistical data on request, with relative ease

Evaluate and report, on a regular basis, on all matters relating to the postgraduate section

Collate information from departments regarding scholarships

Input data onto system regarding the scholarships awarded

Maintain adequate levels of stock of hard copy course information and material and other forms timeously facilitated

All relevant, standard correspondence reviewed for relevance and accurate information forwarded to students and other stakeholders

PhD process adequately supported from an administrative perspective

Equitable workload distribution

Well trained staff, equipped to meet the performance standard expected

Compliance with relevant departmental, faculty and university policies, protocols and procedures

Budget managed within specified parameters

Management information system that assists with statistical analyses

Regular reports received by
Postgraduate Programmes
Officer

Information utilized to assist with the smooth running of the postgraduate section

Data-base of scholarships and awards maintained
Competencies
April 2011

Документ1
Key Performance Areas (5 – 8)
% of time Activities / Tasks spent
8) Student records administration 15%

Plan and implement a process to ensure all year-end requirements are met

Check progression requirements and list all qualifying students who should proceed to next level of study

Capture all awards information regarding students on the system

Service the preliminary FEC

Implement an on-going curriculum control check of the CRS (course results schedule)

Implement approved mark changes as required

Capture concessions approved by the
Postgraduate Programmes Officer

Upload POTD/POTJ in preparation of graduations

Process mark changes

Resolve HEMIS queries and provide responses
Results / Outcomes

CRS clean-up exercise completed on time

Year-end processes concluded
 Advancing students’ progression requirements met and discrepancies resolved

Up-to-date information captured on the PeopleSoft system

HEMIS queries resolved and information updated

Identify discrepancies in the
POTD/POTJ coding between FO and Academics, complete formal documentation (concession and substitution form) where an out of the ordinary decision is maintained
Competencies
April 2011

Документ1
Minimum Qualifications
Minimum Experience
One year diploma or matric with extensive relevant experience

At least 5 years administration experience, preferably in HE

Knowledge of UCT Policy and Procedure advantageous
- Purchasing and Procurement
- Financial Management assistance
- Human Resource Management
- Dealing with various UCT departments e.g. student records, exams, Registrar’s office
- Academic administration

Computer Skills essential :
-
MS Word
-
Ms Excel
-
Power point
-
Database management
-
Email
-
Internet Explorer
Compiled by
Approved by
Reviewed by
PRINT NAME
SIGNATURE CONTACT NO. DATE
April 2011

Документ1
HR191
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 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) Administrative Officer
Status of Post (tick) New Post Re-evaluation
Job Grade (current grade)
Faculty (if applicable)
Department
Section (if applicable)
Date of Compilation
Job Title
8
Commerce
Faculty Office
Undergraduate section
November 2011
FOR OFFICE USE
Date of Grading
Grading Result
Deputy Faculty
Manager
Postgraduate
Programmes
Officer
Undergraduate
Programmes
Officer
Administrative
Officer
Administrative
Assistant
The main purpose of this position is to proactively provide efficient and effective academic administration and operations management support to the undergraduate section.
April 2011

Документ1
Key Performance Areas (5 – 8)
1) Operations management
% of time spent
Activities / Tasks
15% Correspondence Handling

Receive and respond to correspondence – own and section’s as required

Maintain a record keeping system for correspondence

Assist with ComGen system when required
Data base administration and record keeping

Implement, input accurate data into and maintain a statistical data-base of undergraduate section and student information

Input accurate data into and maintain a record-keeping system that is logical, methodical and easy to access
General Administration

Maintain a logical, methodical filing system that is accessible – create new files as needed, and ensure accuracy in the alphabetisation thereof.
Team Interaction

Assume the responsibilities of other administrative staff when they are away, ill or on leave or reassign duties to available team members

Act as Undergraduate Programmes
Officer, when required

Handle duties allocated on an ad hoc basis by the Undergraduate
Programmes Officer and the Deputy
Faculty Manager

Assist with information gathering
Results / Outcomes

Correspondence handled within the required timeframe

Emails forwarded by line manager should be responded to within 48 hours, and the line manager should be copied in to the response.

Positive feedback received

Accurate records of all correspondence kept

Effective functioning of the team

Effective functioning of the team

Work plans implemented with the input of faculty office staff

Contingency plans implemented and managed to ensure effective administration

Workflow, work load and work requirements evaluated and adjustments made to same, as required to ensure efficiency and effectiveness

All required documentation and files available

All documents typed up accurately and within the required timeframe

Events planned effectively

Websites and handbooks updated with the relevant information

Relevant offices/ persons timeously informed regarding
Competencies

Initiating Action

Information monitoring and management

Planning and organizing

Detail Orientation

Communication
(verbal & written)

Teamwork

Work standards

Client Services
Orientation

Administrative knowledge and skills

Technical / professional / job knowledge

Building interpersonal relationships

Adaptability

Stress Tolerance

People management

Goal setting and implementing

Delegating

Financial management

Operations management
April 2011

Документ1
Key Performance Areas (5 – 8)
% of time spent
Activities / Tasks
Allocation and organisation of work

Under the guidance of the
Undergraduate Programmes Officer, consult with academic staff on the best manner in which to provide administrative support for the academic endeavour

Implement an efficient and effective work allocation and workflow

Assign and delegate tasks to team members in the section

Evaluate and report on the effectiveness of workload allocation and distribution and implement changes where necessary
Faculty information management
(undergraduate)

Implement approved changes to online course brochures, outlines and applications

Alert relevant parties regarding stock levels of forms, information and material

Alert line manager to erroneous information on the faculty and other relevant websites, and update once approved

Inform relevant other offices internal and external to the faculty regarding changes

Collect and check handbook changes proposed by the departments

Check changes proposed by the departments to prospectus and other online brochures
Results / Outcomes necessary changes or stock requirements
Competencies
April 2011

Документ1
Key Performance Areas (5 – 8)
% of time spent
Activities / Tasks
Event planning and organising

Assist with the management of events that promoted and assist undergraduate studies
Results / Outcomes Competencies
2) Admissions 20%

Implement and manage an undergraduate admissions process

Plan, with the team involved, support provision for the admissions process

Ensure that complete and up-to-date admissions data is available

Maintain an accurate record of historical information regarding applicants with special circumstances

In the absence of the line manager, present information regarding admissions in textual and graphic formats

Assist with updating the matriculation exemption data-base

Assist students with applications for matriculation exemption

Assist with the automated admissions

Admissions process supported and facilitated

All students accurately admitted into the system (potentially for assigned qualifications only)

Data-base updated with all student information current and relevant

Exemption data-base accurately updated

Statistical information regarding registered students readily available
April 2011

Документ1
Key Performance Areas (5 – 8)
3) Registration
4) Graduation
% of time spent
Activities / Tasks process

Assist with the annual update of proforma letters and other forms of correspondence
15%

Implement and manage an undergraduate admissions process

Plan, with the team involved, support provision for the admissions process

Ensure that complete and up-to-date admissions data is available

Maintain an accurate record of historical information regarding applicants with special circumstances

In the absence of the line manager, present information regarding admissions in textual and graphic
5% formats

Assist with updating the matriculation exemption data-base

Assist students with applications for matriculation exemption

Assist with the automated admissions process

Assist with the annual update of proforma letters and other forms of correspondence

Ensure that the checklist to facilitate the graduation of all eligible students is accurately concluded and practical matters attended to

Plan and implement with the team members involved, the support provision and assistance required for
Results / Outcomes

Admissions process supported and facilitated

All students accurately admitted into the system (potentially for assigned qualifications only)

Data-base updated with all student information current and relevant

Exemption data-base accurately updated

Statistical information regarding registered students readily available

Graduation Tracking system used for the identification of eligible students – updated when any change made to academic record

All undergraduate results and performance/progress data
Competencies
April 2011

Документ1
Key Performance Areas (5 – 8)
5) Servicing committees
% of time spent
Activities / Tasks
5% the graduation process including for example the issue of tickets, checking of certificates

Pursue resolution of discrepancies when they arise, in a proactive manner

Check graduation certificates

Provide efficient administrative support to the Undergraduate Programmes
Officer for the servicing of the following committees:

Timetabling committee

A&PC

Marketing committee

Transformation committee

Attend and service the preliminary
FEC meeting

Consult with the Undergraduate
Programmes Officer and/or chairpersons of the committees regarding minutes and other logistics, if necessary

Do the necessary follow-up, in liaison with the Undergraduate Programmes office, post the meeting to ensure that there is continuity and progress

Distribute the information
Results / Outcomes verified according to specification and by the required deadline

Relevant documents pertaining to graduation (e.g. SLQ and
Graduation Programme) checked for errors and rectified.
 Team members’ skills to support graduation process developed and honed

Inform students where any changes in their eligibility to graduate are made (e.g.
POTD/POTJ changed to
CONT/FECC/FECF)

Accurate records of meetings kept

Documentation for meetings timeously distributed
Competencies
April 2011

Документ1
Key Performance Areas (5 – 8)
6) Client / Student / Stakeholder
Liaison
7) Information and resource management
% of time spent
Activities / Tasks Results / Outcomes

Assist with the implementation of receipt and dissemination of information
5% 
Provide feedback to line manager when requested regarding the service levels of Administrative Assistants

Respond to student/staff/visitor queries

Counsel students and refer them to relevant others, if necessary

Review, type, proof read and format all forms of pro-forma correspondence

Provide students with support and advice
20% 
Supervise workload distribution within the section

Ensure that work and requirements for the various processes are planned in
 consultation with relevant academic staff

Strive to work at reduced costs whilst performing the unit’s activities

Conduct regular section meetings to facilitate communication and enhance the operations

Manage a management information system that will assist with drawing statistical data on request, with relative ease

Report, on a regular basis on all matters relating to the undergraduate section
Process all the scholarships awarded and update the necessary information

Positive feedback from clients

Queries responded to politely, professionally and within the required timeframe

Informed decisions made by students and other clients

All relevant, standard correspondence reviewed for relevance and accurate information forwarded to students and other stakeholders

Equitable workload distribution

Well trained staff, equipped to meet the performance standard expected

Compliance with relevant departmental, faculty and university policies, protocols and procedures

Management information system that assists with statistical analyses

Regular, accurate reports received by Undergraduate
Programmes Officer

Information utilized to assist with the smooth running of the faculty office as a whole

Data-base of scholarships and awards maintained
Competencies
April 2011

Документ1
Key Performance Areas (5 – 8)
% of time spent
Activities / Tasks on the data-bases and information systems

Manage the maintenance of stock levels of hard copy course information and material
8) Student records administration 15%

Plan and implement a process to ensure all year-end requirements are met

Check progression requirements and list all qualifying students who should proceed to next level of study

Capture all awards information regarding students on the system
 Process Dean’s Merit List awardees on PeopleSoft System

Service the preliminary FEC (Dec/Jan
+ Jun/Jul)

Implement an on-going curriculum control check of the CRS (course results schedule) Mar,Aug + Nov

Implement approved mark changes as required (Ongoing)

Resolve HEMIS queries and provide responses

Leave of Absense
Results / Outcomes

CRS clean-up exercise completed on time

Year-end processes concluded
 Advancing students’ progression requirements met and discrepancies resolved

Identify discrepancies in the
POTD/POTJ coding between
FO and Academics, complete formal documentation where an out of the ordinary Academic decision is maintained (e.g. concessions or substitutions allowed).

Up-to-date information captured on the PeopleSoft system

HEMIS queries resolved and information updated
Competencies
April 2011

Документ1
Minimum Qualifications
Minimum Experience
One year diploma or matric with extensive relevant experience

At least 5 years administration experience, preferably in HE

Knowledge of UCT Policy and Procedure advantageous
- Purchasing and Procurement
- Financial Management assistance
- Human Resource Management
- Dealing with various UCT departments e.g. student records, exams, Registrar’s office
- Academic administration

Computer Skills essential :
-
MS Word
-
Ms Excel
-
Power point
-
Database management
-
Email

Internet Explorer
Compiled by
Approved by
Reviewed by
PRINT NAME
SIGNATURE CONTACT NO. DATE
April 2011