Exciting Opportunity: Administrative Officer x3 – Apply Now

Sefako Makgatho Health Sciences

Sefako Makgatho Health Sciences University (SMU) invites suitably qualified candidates to apply for the position of Administrative Officer. Applicants should possess strong organizational skills, excellent communication abilities, and a commitment to supporting the university’s mission.

POSITION: Administrative Officer X1 Position
REFERENCE NUMBER: 91/2025/JSM/P12

Sefako Makgatho Health Sciences University (SMU) is on a renewal path with exciting and unique opportunities to shape the training of medical and other health professionals, and scientists in general.

The Office of the Dean in the School of Medicine (SOM) is looking for a dynamic and energetic individual with meticulous attention to detail who will support/assist the Office of the Dean with the daily administration, maintenance and coordination of the School’s functions and responsibilities, for high performance and student support. The incumbent reports to the Dean, and must meet the requirements as indicated and be responsible for the key performance areas and competencies listed below.

MINIMUM REQUIREMENTS

  • Three (3) year diploma or degree in Office Management/ Office Administration or Records Management and Archiving
  • At least three (3) years relevant experience in office or committee administration
  • Must have a good working knowledge of the ITS system for entering student assessment marks
  • Computer literate (Ms Word, Excel, Power Point, Internet, Email)
  • Experience in compiling agendas, recording minutes and action lists to monitor and ensure follow-up of actions
  • Experience in navigating online platforms such as Blackboard Collaborate, Zoom and Microsoft Teams

COMPETENCIES

  • Meticulous attention to detail
  • Good report writing skills
  • Good communication and presentation skills
  • Good interpersonal and relationship building skills
  • Good planning and organisational skills
  • Problem solving skills
  • Client service orientation
  • Ability to work under pressure and meet deadlines
  • Ability to uphold strict confidentiality

KEY PERFORMANCE AREAS

  • Provide administrative support in regard to diary management; coordination of meetings; correspondence and documentation, maintenance of an effective filing system and ensuring the overall efficiency of the Office
  • Attend to student queries, maintaining a polite and professional manner and provide the necessary feedback, and coordinate the liaison between School/departments/sections
  • Provide administrative support to both undergraduate and post-graduate programmes and assist UG and PG student with Online Blackboard, Collaborate challenges
  • Coordinate SOM meetings and compile meeting agendas, minutes and action lists of various meetings, to monitor and ensure the necessary follow-up
  • Arrange attestation ceremonies, liaise with sponsors, and prepare all material for attestation ceremonies
  • Providing Administration assistance to the Principal Administration Officer of the School of Medicine (SOM) with SREC and other SOM Committees identified by the Dean
  • Compile and prepare budgets for the School from SMU source funding; maintain and reconcile vendor accounts; submit purchase orders and ensure that procurement processes and procedures are followed correctly
  • Ensure that all necessary documentation relating to SMU travel has been completed and submitted
  • Compile reports for the Dean for the various School and Senate Committees, and ensure these are done timely
  • Assist with compilation of selection lists and registration process that are required
  • Perform internet searches to access relevant information
  • Set up online meetings using BB Collaborate, Zoom, and Microsoft Teams for the Dean and for departmental meetings, and organise and coordinate all logistical aspects related to events, including workshops, meetings, conferences, seminars, etc
  • Assist with the compilation of the academic timetable and responsible for the lecture hall allocations
  • Provide administration support for the Clinical Manager and the Principal Administrative Officer in the Office of the Dean
  • Plan, organise and manage own time and workload effectively to ensure deadlines are met
  • Contribute to the overall development of SMU and actively improve institutional culture
  • Conduct other duties as shall be allocated by the Dean

Closing date: 10 September 2025

HOW TO APPLY

Applications from the employment agencies will not be considered.
Typed applications (quoting the reference number) which should contain comprehensive curriculum vitae, certified copies of all qualifications and contact details of three referees, should be forwarded, for the attention of Mr JS Mahlaola, by e-mail at hr.recruitment8@smu.ac.za not later than 16h00 on the closing date started in the advert.

It is the applicant’s responsibility to have foreign qualifications evaluated by the South African qualification Authority (SAQA). Failure to submit the requested documents/information will result in your application not being considered.
Telephonic enquiries regarding conditions of service: (012) 521-3906.

The Sefako Makgatho Health Sciences University is an Equal Opportunity and Affirmative Action Employer.
Correspondence will be limited to short-listed candidates only. Applicants who have not been contacted within 30 days of the closing date must consider their applications as unsuccessful.

The University reserves the right not to make an appointment.

POSITION: Administrative Officer (2 posts)
REFERENCE NUMBER: 92/2025/RM/P12


The Administrative Officer will be responsible for coordinating the academic administration and committee administration of the School, ensuring effective liaison with all relevant central administration departments, and compliance with university-wide rules and procedures in the Office of the Dean at Sefako Makgatho Health Sciences University. The incumbents will report to the School Operations Manager and must meet the requirements and competencies outlined below, while fulfilling the key performance areas listed.

MINIMUM REQUIREMENTS

  • Qualifications: Three-year Diploma or Degree in Office Management, Information Administration, Business Administration, or Public Administration.
  • Experience: At least three (3) years’ relevant experience in office administration, academic administration, or committee administration in a higher education institution.
  • Technical Skills: Proven ability to navigate online platforms such as Blackboard Collaborate, Zoom, and Microsoft Teams with requisite proficiency.
  • Computer literacy with sound knowledge of MS Word, MS Excel, Internet, and competency in ITS (Integrated Tertiary Software).

COMPETENCIES

  • Technical/professional knowledge and skill.
  • Strong organizational and time management skills.
  • Results and quality orientation.
  • Excellent written and oral communication skills.
  • Ability to work independently and as part of a team.
  • Confidentiality, tact, and discretion when handling information.
  • Good interpersonal skills.
  • Problem-solving skills.
  • Client service orientation.

KEY PERFORMANCE AREAS

  • Provide administrative support to various School Committees.
  • Support academic administration, including student admissions, registration, maintenance of student records, administration of examination results, and accreditation processes.
  • Organize and coordinate logistical aspects of events, including workshops, meetings, conferences, and seminars.
  • Assist with coordination of site visits by sponsors, auditors, and other stakeholders.
  • Ensure all necessary documentation for SMU travel is completed and submitted.
  • Arrange logistical requirements for site meetings.
  • Regularly interact with the School Operations Manager, Heads of Departments (HoDs), Programme Coordinators, Class Representatives, and Student Advisors.
  • Process and monitor purchases, order stationery, and maintain stock required for the department.
  • Implement and maintain a relevant document management system for the procurement function.
  • Receive and process purchase order requests, ensuring sign-off by designated signatories and obtaining approval.
  • Match purchase order requests with original purchase orders from ITS.
  • Communicate with vendors regarding outstanding deliveries and payment procedures.
  • Clear unpaid purchase orders monthly.
  • Liaise with other student support departments, including the Registrar’s Office, Student Records, Admissions, Undergraduate and
  • Postgraduate Funding, Student Housing, Student Support Services, NSFAS Office, and Institutional Planning Department.
  • Coordinate liaison between schools, departments, and sections.
  • Respond to queries from students, staff, and visitors.
  • Interact in a polite and professional manner with all internal and external clients.
  • Develop relevant reports as and when required.
  • Communicate and consult with relevant stakeholders.
  • Ensure compliance with Safety, Health, and Environment (SHE) policies and procedures.
  • Contribute to the overall development of SMU and actively improve institutional culture.
  • Perform any other duties assigned by the Dean and/or School Operations Manager.

Closing Date: 10 September 2025, by 16h00.

HOW TO APPLY

Submission: Applications must be typed, quote the reference number (92/2025/RM/P12), and include:

  • A comprehensive curriculum vitae.
  • Certified copies of all qualifications.
  • Contact details of three referees.

Applications should be emailed to hr.recruitment7@smu.ac.za for the attention of Mr. TR Moletsane.
Applications from employment agencies will not be considered.
Applicants are responsible for having foreign qualifications evaluated by the South African Qualification Authority (SAQA).

Failure to submit the requested documents/information will result in the application not being considered.

ADDITIONAL INFORMATION

Enquiries: For conditions of service, contact (012) 521-4433.
Equal Opportunity: Sefako Makgatho Health Sciences University is an Equal Opportunity and Affirmative Action Employer.
Correspondence: Only short-listed candidates will be contacted. Applicants not contacted within 30 days of the closing date should consider their applications unsuccessful.

Right to Not Appoint: The University reserves the right not to make an appointment.

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