Admin Assistant
Position Title: Administrative Assistant I (P13)
Division: Protection Services
Reference Number: uj_002033
Campus: Auckland Park Kingsway
Contract Type: Permanent
Remuneration: Market-Related
Employment Equity: Yes (EE Position)
Application Deadline: 8 August 2025
Job Level: Skilled
Industry: Education & Training
Job Category: Education and Training
About the University of Johannesburg (UJ)
UJ is a dynamic, inclusive institution committed to innovation and excellence in teaching, research, and public engagement. Driven by its Strategy 2035, the university focuses on Societal Impact, Sustainability, Technology for the Future, and Global Partnerships. Our mission is to transform and serve humanity through the collaborative pursuit of knowledge. As an African institution with a global outlook, UJ is shaping a sustainable future.
Position Summary
The successful candidate will provide professional administrative support to the Director: Compliance, Risk and Enforcement (CRE), as well as the wider team. This role ensures smooth and efficient operation within the unit through effective coordination, communication, and administrative execution.
Key Responsibilities
1. General Administration
- Carry out daily administrative tasks and departmental duties efficiently and on time
- Monitor unit compliance with UJ and regulatory policies and procedures
- Draft and prepare reports, correspondence, memoranda, and other documentation
- Record and distribute meeting minutes
- Maintain filing systems and manage office supplies
- Coordinate events such as meetings, workshops, and conferences
- Organise travel and accommodation for official trips
- Manage mail and courier services
- Support departmental operations by providing up-to-date knowledge of office functions
2. Client Interaction & Communication
- Welcome and assist visitors, respond to queries professionally
- Liaise with both internal and external stakeholders
- Answer and direct telephone calls efficiently
3. Financial Administration
- Process and track financial claims and requests
- Assist in managing the unit’s expenditure
- Obtain quotations and secure approvals for purchases
- Place and follow up on orders and financial queries
- Handle overtime requests
- Manage purchasing and travel cards, ensure timely Oracle allocations and reconciliations
- Ensure prompt approval and submission of invoices to the creditors’ department
- Stay informed about procurement protocols and ensure compliance
4. Professional Development
- Participate in staff training and development activities
- Take initiative for ongoing learning under the guidance of supervisors
Minimum Requirements
- Matric / Grade 12 (NQF 4)
- 3 to 5 years of relevant administrative experience
- Valid driver’s license
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Experience handling confidential information
- Familiarity with procurement and purchasing systems, especially Oracle
Desirable Qualifications & Experience
- Tertiary qualification in Business Administration or related field (advantageous)
- Experience in Higher Education, Legal, Audit, or Accounting environments
- Understanding of faculty and departmental rules
- Ability to manage multiple tasks across various organisational levels
- Excellent customer service and interpersonal communication skills
- Strong written and verbal communication abilities
- Advanced proficiency in office software and internet tools
Working Conditions
- Primarily office-based within the Protection Services Division
- May involve working extended hours
- Prolonged use of computers and digital screens
- Sedentary work requiring extended periods at a desk
Key Competencies and Attributes
- High computer literacy
- Strong communication and customer care skills
- Team-oriented with a results-driven mindset
- Attention to detail and accuracy
- Professional telephone etiquette
- Planning and organisational ability
- Good decision-making and problem-solving skills
- Commercial awareness
Enquiries
For questions about the job content, remuneration, or benefits:
Contact: Mrs Sarah Skhosana (HCM Business Partner)
Tel: (011) 559 4018