Sefako Makgatho Health Sciences University (SMU) invites applications from suitably qualified individuals for the position of Administrative Officer within the School of Medicine. The role is offered on a two-year fixed-term contract and presents an opportunity to contribute to the effective functioning of the Office of the Dean. The position focuses on providing comprehensive administrative and secretarial support to ensure the smooth coordination of academic programmes, efficient management of student administration processes, and compliance with institutional governance standards.

The successful candidate will play a vital role in facilitating the implementation and monitoring of Clinical Integrated Programmes and related academic activities. Responsibilities include supporting financial administration, managing human resource processes linked to programme appointments, and serving as a liaison between departments, students, and external stakeholders. This appointment offers a chance to contribute to the University’s vision of advancing excellence in health sciences education and supporting the professional training of future medical and health professionals.

Position: Administrative Officer (1 Post)
Reference: 108/2025/MJM/P12
Duration: 2-Year Fixed Term Contract
Location: School of Medicine, Sefako Makgatho Health Sciences University (SMU), Pretoria, Gauteng
Closing Date: 26 November 2025

Department: School of Medicine – Office of the Dean

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. We are on a vigorous campaign to attract top talent to join our exciting journey, as reflected in the opportunities below:

REQUIREMENTS

• Three (3) year Diploma or Degree in Office Management/Administration/Records Management and Archiving/Management Assistant
• At least three (3) years relevant experience in office or committee administration
• Experience and knowledge of financial administration and reporting
• The ability to compile financial reports
• Experience in compiling agendas, recording minutes, monitoring and ensuring follow-up actions
• Experience of working in a Higher Education Environment will be an added advantage
• Must have a good working knowledge of the ITS system for entering student assessment marks
• Computer literate (MS Word, Excel, Power Point, Internet, Email)
• Proven ability to navigate online platforms such as Blackboard Collaborate, Zoom and Microsoft Teams with requisite proficiency

COMPETENCIES

• Technical/professional knowledge and skill
• Excellent computer skills
• Planning and organisational skills
• Integrity and confidentiality
• Attention to detail
• Resource management
• Ability to work under pressure and meet deadlines
• Building interpersonal relationships and partnerships
• Decision making and problem solving
• Formal presentation
• Professional and ethical standards
• Communication (verbal and written)
• Continuous learning
• Student focus
• Facilitating change

KEY PERFORMANCE AREAS

• Provide comprehensive and efficient administrative support to the Office of the Dean: School of Medicine
• Offer dedicated administrative support to the planning, implementation, monitoring and evaluation of all modules and associated academic activities
• Manage full student administration processes for the Clinical Integrated Programmes (group allocations, progress tracking, logistics for student transport and clinical placements, equipment schedules, capturing and verification of marks, etc.)
• Perform financial administration functions (grant and budget proposals, procurement, expenditure tracking, financial reports)
• Coordinate human resources and appointment administration for part-time, full-time and fixed-term contracts
• Provide professional secretariat and governance support to Academic Programmes and inter-School committees
• Serve as liaison between the Office of the Dean, academic departments, clinical training sites, students, service departments and external stakeholders
• Assist with key students’ administration events (registration, Open Days, Oath-Taking Ceremonies, etc.)
• Maintain strict confidentiality in line with POPIA and University governance requirements
• Contribute to the overall development of SMU and actively promote institutional culture
• Any other duties assigned by the Line Manager

HOW TO APPLY

Typed applications (quoting the reference number) must contain:

• Comprehensive curriculum vitae
• Certified copies of all qualifications and ID
• Contact details of three referees

Forward to: hr.recruitment6@smu.ac.za
Attention: Mr MJ Mopai

Subject line: Ref: 108/2025/MJM/P12 – [Your Surname]

It is the applicant’s responsibility to have foreign qualifications evaluated by the South African Qualification Authority (SAQA).

Applications from Employment Agencies will not be considered.
Telephonic enquiries: (012) 521-3624

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 unsuccessful. The university reserves the right to make or not to make an appointment.

Join SMU – Be part of shaping the future of health sciences in South Africa.