About the Role
The Department of Higher Education and Training is seeking a dedicated Assistant Director: Office Manager based in King William’s Town. This pivotal role supports the Principal by ensuring the effective and efficient management of the college’s operations. This position is crucial for maintaining the administrative backbone of the institution, allowing for smooth workflow processes that directly impact the quality of education and services provided to the community.
In this role, you will be working in a vibrant educational environment where your contributions will help shape the future of students and the broader community. The position not only involves routine administrative tasks but also encompasses strategic planning and policy development, which are vital for the growth and success of the college and its stakeholders.
About the Department
The Department of Higher Education and Training is committed to enhancing the quality of education in South Africa. It focuses on the development and implementation of policies that foster an inclusive and efficient education system. Working here means contributing to the nation’s educational landscape, helping to equip learners with the skills and knowledge they need to thrive in a competitive environment.
What You’ll Do
- Provide administrative and executive support in the Principal’s office.
- Oversee the development and implementation of policies and procedures.
- Conduct research and offer administrative advice to the Principal and other officials.
- Draft letters, memorandums, and submissions as required.
- Manage the logistics for meetings and training interventions.
- Monitor and manage the office budget and financial transactions.
- Serve as secretariat support to Senior Management and other external stakeholders.
- Facilitate the planning and coordination of strategic initiatives and audits.
- Maintain a register of resolutions and ensure effective communication with stakeholders.
What You’ll Need
- A Bachelor’s Degree or National Diploma in Office Management, Public Management, Business Management, or a related field.
- A minimum of three to five years of supervisory experience in a relevant field.
- Experience in strategic planning and administration.
- A valid driver’s license.
- Knowledge of Public Service legislation, the CET Act, and the Higher Education Sector.
- Proficiency in MS Office and sound computer skills.
- Strong planning, organizing, problem-solving, and communication skills.
How to Apply
Please hand-deliver or courier your applications to the reception area quoting the relevant reference number addressed to the Acting Principal, Lovedale TVET College, Corporate Office, 1 Amatola Row, Qonce, 5600.
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Requirements
An appropriate Bachelors’ Degree / National Diploma in Office Management and Technology / Public Management / Business Management or related qualification recognized by SAQA.A minimum of three (3) to five (5) years’ supervisory experience in the relevant field is required.
Three (3) to five (5) years in strategic planning and administration environment.
A valid drivers’ licence.
Knowledge of Public Service legislation and policies.
Knowledge of PSET.
Knowledge and understanding of the CET Act.
Understanding of the Higher Education Sector.
Understanding of corporate governance.
Understanding Cost centre budgetary, expenditure and cash flow management.
Employment Equity Act, Public Services Regulations and Public Services Act, Labour Relations Act and any other related legislation.
Sound Computer Skills in MS Office (intermediate levels).
Self- motivated.
Good organizing, planning, problem solving skills.
Planning and organizing.
Financial management.
Report writing.
Communication and interpersonal skills.
Problem solving.
Computer literacy.
Analytical.
Client oriented.
Job Duties
Render administrative/executive support services in the office of the Principal.Oversee the development, implementation and monitoring of policies.
Establish office procedures and operating systems.
Render administrative/executive support services in the office of the Principal including effective and efficient management of the college and management of workflow in the office of the Principal.
Conduct research and provide expert administrative advice to the Principal and other officials in the college.
Draft letters, memorandums and submissions.
Ensure that approved minutes are signed off and safely kept.
Prepare all presentations, speeches, addresses, report of the college and council committee meetings.
Oversee and maintain logistics within the office of the Principal including arrangement of meeting and training interventions.
Oversee and monitor the budget in the office of the Principal.
Assist in ensuring effective and efficient administration and management of operations in the Principal’s office, Manage the risk register of the Principal’s office and champion risk management function.
Maintain office budget and database of its expenditure.
Attend to transactional processing sequence against allocated budget of expenditure incurred, claims and 39 deductions collating and forwarding reconciled amount for further processing.
Ensure payment are authorized are underpinned by sound documentary support.
Provide secretariat support to Senior Management and other external stakeholders.
Maintain the calendar plan for scheduling and fixing meetings and communicate with all members of the above structures.
Provide technical support during meetings, proceedings and activities of the above structures.
Distribution of relevant documents for meetings of above structures.
Keeping a register of resolutions and supporting all relevant Council Members/Managers/Officials through continuous correspondence to remind them of what needs to be done.
Provide strategic management, monitoring, and evaluation services.
Oversee and coordinate strategic, annual, and operational planning within the Office of the Principal, including the consolidation of college plans, reports, and performance information to support effective governance and institutional performance.
Coordinate, monitor, and manage the Audit Action Implementation Plan to ensure timely resolution of audit findings, compliance with internal controls, and effective risk management.
