Organization: Wits Libraries
Purpose of the position:
To provide comprehensive and professional secretarial and administrative support to three Associate Directors within the Wits Library, ensuring effective coordination of directorate activities, efficient communication, and compliance with University administrative and financial processes. To support these initiatives, the University seeks to appoint a suitably qualified and experienced Office Administrator to provide a high-level secretarial and administrative function to three (3) Associate Directors within the Wits Library.
The person in this post reports to:
Associate Director: Information Resources, Access & Operations
Associate Director: Research, Scholarly Communication, Digital Services and Systems
Associate Director: Research & Learning Services
Key responsibilities include the following
? Maintain the Associate Directors? schedules, including appointments, meetings and deadlines
? Handle confidential correspondence, prepare reports and record minutes of meetings
? Draft letters, memoranda, presentations and other documentation
? Maintain physical and electronic filing systems
? Maintain and regularly update contact lists and databases
? Receive and screen incoming correspondence and emails; respond or redirect as appropriate
? Provide reception support for the Associate Directors, including receiving and directing visitors
? Liaise on behalf of the Associate Directors and manage telephone and message communication
? Coordinate travel arrangements and compile itineraries for directorate teams
? Arrange payments in accordance with University financial procedures
? Coordinate logistical arrangements for meetings, venues and catering
? Source quotations for catering and follow up on supplier invoices
? Coordinate Occupational Health and Safety (OHS) requirements within the three directorates
? Monitor office equipment and ensure adequate supplies
Qualifications and Required Skills:
? National Diploma (NQF 6 or equivalent) in Administration, Secretarial Studies or a related field
? Three (3) to five (5) years? secretarial experience is essential
? Three (3) to five (5) years? administrative experience, including procurement systems (e.g. iProcurement), event coordination and office administration
? Computer literacy in Microsoft 365 and Oracle or similar enterprise systems
? Proven experience in extensive diary management and scheduling
Skills and knowledge:
? Proficiency in Microsoft Word, Excel, Outlook and database systems
? Ability to compose and edit documents with accuracy and clarity
? Strong communication and interpersonal skills
? High level of confidentiality and professionalism
? Planning, organising and time-management ability
? Attention to detail
? Ability to work with a sense of urgency and manage competing priorities
Closing date 15 September 2026
