Personal Assistant (Wits RHI)

Main purpose of the job:

• To work closely with and provide support in dealing with the secretarial and administration of the day-to-day operations of the Director and to act as the first point of contact for the department and assist with general queries and office administration

Location:

• Wits RHI -7 Esselen Street, Hillbrow, Research Centre - Johannesburg
• On the 3rd,4th, and 5th Floor

Key performance areas:

• Organize and maintain the Director’s diary
• Coordinate and schedule relevant appointments and meetings
• Screen telephone calls, inquiries or requests and handle them when appropriate
• Assist in preparing briefing papers, reports, and presentations
• Deal with incoming emails, faxes, and mail – often corresponding on behalf of the Director
• Act on action points that transpired from meetings and track progress accordingly
• In the absence of the Director, conduct relevant follow-ups, make decisions, and delegate work to others
• Update and maintain the Director’s curriculum vitae by recording publications, conference attendance/presentations, and involvement in mentorship activities
• Coordinate the diary of the Director for scheduled meetings
• Prepare meeting rooms and agendas for meetings
• Take dictation and minutes at relevant Cluster meetings
• Support team – ensure all HR documents are completed accurately and monitor leave compliance of team
• Ensure all procurement documents are completed correctly
• Maintain office equipment orders and stationery for teams
• Maintain relevant office systems such as electronic and manual filing systems
• Coordinate and confirm travel arrangements (flights, accommodation, and transport)
• Provide itinerary as required
• Facilitate payment of travel expense claims with the Operations Department
• Take ownership and accountability for tasks and demonstrates effective self-management
• Follow through to ensure that quality and productivity standards of own work are consistently and accurately maintained
• Maintain a positive attitude and respond openly to feedback
• Take ownership of driving your own career development by participating in ongoing training and development activities such as forums, conferences, policy-setting workshops, etc.

Required minimum education and training:

• Grade 12 with a relevant qualification in Secretarial or Business Administration studies
• Valid Driver’s License

Required minimum work experience:

• Minimum 3 years experience in a Secretarial/Personal Assistant capacity

Desirable additional education, work experience, and personal abilities:

• Experience working in a medical or HIV environment
• Exceptional organizational and administrative skills with working knowledge of Microsoft Office and Excel
• Able to maintain confidentiality, tact, and professionalism at all times
• Able to exercise discretion, high levels of initiative, and independent decision-making
• Must be assertive, confident, and adaptable
• Self-motivated, able to work independently and work as part of a multidisciplinary team

TO APPLY:

• Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
• Please Apply Online and complete your registration on Ditto Hire (our application tracking system) to enable and protect you as a candidate to accept the new POPIA terms and conditions. This will then create your permanent profile with which you can apply for all jobs as advertised by AJ PERSONNEL. However, you may remove your profile from AJ PERSONNEL when you are no longer in the job market.
• AJ Personnel is fully POPIA Compliant.
• Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position.
• The closing date for all applications: 01 December 2022.
• Wits Health Consortium will only respond to shortlisted candidates.
• Candidates who have not been contacted within two weeks of the closing date can consider their applications to be unsuccessful.

Please note:

• Our Client, WHC - RHI, maintains mandatory Covid-19 requirements, and as such only Covid-19 vaccinated incumbents will be considered for positions.
• WHC, in accordance with its Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.
• AJ Personnel is only responsible for advertising the advertisement on behalf of their client Wits Health Consortium.
• AJ Personnel does not have any salary or other information regarding the position.