Part-time Administrative Officer

This role mainly supports the executive and administrative functions of the office of the Programme Lead of the MBChB Unit. It also supports the wider MBChB Unit team in ensuring smooth operations across student administration, finance, and human resources within the MBChB Unit.

Unit Administration:

• Providing executive and administrative support to the Programme Lead within the MBChB Unit.
• Assisting with the dissemination of relevant information to students / stakeholders.
• Creating and maintaining a digital filing system for documents and correspondences emanating from the office of the       Programme Lead.
• Facilitating and coordinating visitor administration, which includes making parking arrangements and receiving visitors.
• Facilitating marketing material, brochures, flyers and promotional items through the Faculty's Marketing and Communication Division.
• Facilitating travel and accommodation arrangements.
• Logging maintenance calls on Planon.
• Processing of SUNID applications, access cards and access control.
• Providing ad hoc administrative support within the Unit as directed by the Programme Lead.
• Scheduling meetings, department diaries, manage invites, preparing agendas, minute taking, distribution of minutes and action points.

• Accounts receivable - requesting invoice creation, submitting to the debtor and following up on payment.
• Expense claims - entering expense report/spend authorisation and processing expense reimbursement.
• Procurement - loading and/or editing requisitions, purchase orders, processing goods receipt note (GRN), and submitting creditor invoices for payment.
• Processing of D20 and/or ad hoc requisitions

• Assisting with the onboarding of new staff and the scheduling of training and development interventions on request of the Programme Lead. 
• Providing administrative support for fixed-term contract appointments.