Personal Assistant

Personal Assistant
Post title: Personal Assistant
Report to: Dean of Faculty
Academic qualification: Ideally at Advanced Diploma level but holders of Certificates and Diplomas will be considered
Professional experience: Sufficient work experience in related fields
Additional criteria:

Good customer relations

Modern office practices and procedures

Computer skills in Microsoft Office

Write good English and French

Must be computer literate and have good oral, interpersonal, customer service and written communication skills

Have good organizational and planning skills

Able to work independently with a minimum of supervision

Maintain confidentiality at all times

Have excellent oral, interpersonal, customer service and written communication skills

Setting priorities, coordinating multiple activities and meeting deadlines

Main duties and responsibilities

Main Purpose of the Job: Provides staff and office support for the dean, to include screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries, as appropriate; serves as a primary point of contact and liaison between the office, students, and external parties.

1. Summary of Duties and Responsibilities:

  • Provides proactive assistance to the Dean including diary management, scheduling individual and group meetings, assist in forward-planning and advise of impending deadlines
  • Records, file and/or forward as appropriate all incoming internal and external paperwork, emails and telephone calls in a prompt and professional manner.
  • Deals with sensitive and confidential information in the absence of the Dean. Uses sound judgment and initiative in prioritising responses and handling issues.
  • Opens and routes incoming mail, answers correspondence, and prepares outgoing mail.
  • Welcomes visitors to the Dean and supports the Dean’s external relations activities, including in making travel and accommodation arrangements.
  • Assists the Dean in the preparation of office documentations for wider internal and/or external circulation.
  • Participates in making travel and accommodation arrangements for visiting lecturers of the faculty
  • Assists in collating diverse statistics relating to the Faculty.
  • Undertakes any other relevant duties as may be assigned from time to time.

2. Other duties

  • Sits on the Graduation Event Committee

3. Professional Development

    • Undertakes continuing self-initiated professional development
    • Participates in University staff development initiatives
    • Attends training programmes as identified and agreed for appropriate development
    • Engages in professional development activities as required

Deadline for receipt of application: 26th October 2019

Only the shortlisted candidates will be contacted.
Interested candidates are requested to send their CV and a covering letter with copies of academic certificates to the Human Resource Manager on email:                    , cc’d to and