Template for JD - University of Cape Town · Web viewThis form serves as a template for the...

document.docx

JOB DESCRIPTION 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 DETAILSPosition Title (current title) Administrative Officer

Status of Post (tick) New Post Re-evaluation

Job Grade (current grade) 8

Faculty (if applicable) Commerce

Department Faculty Office

Section (if applicable) Postgraduate section

Date of Compilation November 2011

FOR OFFICE USEJob Title

Date of Grading

Grading Result

ORGANOGRAM

PURPOSEThe main purpose of this position is to proactively provide efficient and effective academic administration and operations management support to the postgraduate section.

April 2011

Deputy Faculty Manager

Postgraduate Programmes

Officer

Administrative Officer

Admin Assistant

Undergraduate Programmes

Officer

http://www.uct.ac.za/depts/sapweb/forms/forms.htm

document.docx

Key Performance Areas (5 – 8)% of time

spentActivities / Tasks Results / Outcomes Competencies

1) Operations management 15% Correspondence Handling Manage the correspondence handling

for the section Maintain a record keeping system for

correspondenceData 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 gatheringAllocation 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

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

document.docx



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 on-

line 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

2) Admissions 20% Oversee the implementation of a postgraduate admissions process

Plan and implement with the team

Admissions process supported and facilitated

All students accurately admitted

April 2011

document.docx



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

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

3) Registration 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 PhD students

Liaise with the Doctoral Degrees Board to ensure documentation is

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 re-registered 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

April 2011

document.docx



submitted and track progress4) Graduation 5% 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

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. POTD/POTJ

5) Servicing committees 5% Provide efficient administrative support to the Postgraduate Programmes officer for the servicing of the following

Accurate information provided Documentation for meetings

timeously distributed

April 2011

document.docx



committees:o Researcho Higher Degreeso Committee of Assessorso 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

6) Client / Student / Stakeholder Liaison

5% 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 all forms of pro-forma correspondence

Oversee the administration of the PhD process

Provide PhD students with support and advice

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 timeously facilitated

All relevant, standard correspondence reviewed for relevance and accurate information forwarded to students and other stakeholders

PhD process adequately

April 2011

document.docx



supported from an administrative perspective

7) Information and resource management

20% 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

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

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

CRS clean-up exercise completed on time

Year-end processes concluded Advancing students’ progression

requirements met and discrepancies resolved

Up-to-date information captured

April 2011

document.docx



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

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

April 2011

document.docx

MINIMUM REQUIREMENTS

Minimum Qualifications One year diploma or matric with extensive relevant experience

Diploma or postgraduate degree an advantageMinimum 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

AUTHORITYPRINT NAME SIGNATURE CONTACT NO. DATE

Compiled by

Approved byReviewed by

April 2011

document.docx

JOB DESCRIPTION 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 DETAILSPosition Title (current title) Administrative Officer

Status of Post (tick) New Post Re-evaluation

Job Grade (current grade) 8

Faculty (if applicable) Commerce

Department Faculty Office

Section (if applicable) Undergraduate section

Date of Compilation November 2011

FOR OFFICE USEJob Title

Date of Grading

Grading Result

ORGANOGRAM

PURPOSEThe main purpose of this position is to proactively provide efficient and effective academic administration and operations management support to the undergraduate section.

April 2011

Deputy Faculty Manager

Postgraduate Programmes

Officer

Undergraduate Programmes

Officer

Administrative Officer

Administrative Assistant

http://www.uct.ac.za/depts/sapweb/forms/forms.htm

document.docx



1) Operations management 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

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 necessary changes or stock

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

document.docx



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 on-

line 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

requirements

April 2011

document.docx



Event planning and organising Assist with the management of events

that promoted and assist undergraduate studies

2) Admissions 20% Implement and manage an undergraduate admissions process

Plan, with the team involved, support provision for the admissions process


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 process

Assist with the annual update of pro-forma letters and other forms of correspondence


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


3) Registration 15% Implement and manage an undergraduate admissions process

Plan, with the team involved, support provision for the admissions process


Maintain an accurate record of historical information regarding


All students accurately admitted into the system (potentially for assigned qualifications only)

Data-base updated with all student information current and relevant

April 2011

document.docx



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 process

Assist with the annual update of pro-forma letters and other forms of correspondence

Exemption data-base accurately updated


4) Graduation 5% 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

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 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.

April 2011

document.docx



POTD/POTJ changed to CONT/FECC/FECF)

5) Servicing committees 5% 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 Assist with the implementation of

receipt and dissemination of information

Accurate records of meetings kept

Documentation for meetings timeously distributed

6) Client / Student / Stakeholder Liaison

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

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

April 2011

document.docx



students and other stakeholders7) Information and resource management

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 on the data-bases and information systems

Manage the maintenance of stock levels of hard copy course information and material

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

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

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

April 2011

document.docx



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

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

April 2011

document.docx

MINIMUM REQUIREMENTS

Minimum Qualifications One year diploma or matric with extensive relevant experience

3 year Diploma or Undergraduate degree an advantageMinimum 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

AUTHORITYPRINT NAME SIGNATURE CONTACT NO. DATE

Compiled by

Approved byReviewed by

April 2011

Template for JD - University of Cape Town · Web viewThis form serves as a template for the...

Documents

Transcript of Template for JD - University of Cape Town · Web viewThis form serves as a template for the...