SENIOR ADMINISTRATIVE OFFICER: OFFICE OF THE PRINCIPAL

The Senior Administrative Officer position within the Office of the Principal at the Head Office is a key support role that ensures the efficient functioning of the principal's executive office. Reporting directly within the college's administrative structure, the incumbent serves as a central coordinator for documentation, governance processes, strategic planning, and logistical arrangements. This role requires an individual who can operate with a high degree of professionalism, discretion, and initiative, as they will be responsible for facilitating communication between the principal, council members, managers, and officials while maintaining accurate records and supporting institutional decision-making.

Candidates must possess a Grade 12 certificate along with a recognised National Diploma in Public Administration, Business Management, Office Management, or an equivalent qualification at NQF Level 6. A minimum of three to five years of experience in a public administration environment is required, and a valid driver's licence will be an added advantage. The successful candidate should demonstrate a sound understanding of public administration principles, relevant legislation, policies, prescripts, and procedures, as well as a foundational knowledge of financial administration. Key competencies include strong administrative and organisational abilities, planning and coordinating skills, financial management, report writing, and effective communication and interpersonal skills. The role also demands problem-solving aptitude, computer literacy, analytical thinking, client orientation, project management experience, and the ability to lead teams and manage people.

The duties of this position are broad and multifaceted. The Senior Administrative Officer will draft all letters, submissions, and memorandums, prepare supporting documents for meetings, and manage the receipt and distribution of stationery to relevant officials. They will receive and consolidate monthly reports and assist in coordinating the college's inputs for annual, quarterly, and monthly reports as well as cash flow statements. Establishing and implementing effective records and document management systems in the Principal's office is a core responsibility, alongside coordinating all logistical arrangements for travel and meetings, and processing related claims. The officer will arrange all meetings, proceedings, and activities of the relevant structures, compile agendas, minutes, reports, and other records, and distribute these documents to participants. They will also assist in maintaining a register of resolutions and ensure that council members, managers, and officials are reminded of action items through continuous correspondence. Safekeeping of approved minutes is required, ensuring they are signed off and securely stored.

Beyond routine administration, this role contributes to institutional planning and performance. The incumbent will assist in coordinating the operational and strategic planning process, compiling strategic and operational plans, and facilitating the development and implementation of service delivery improvement plans and initiatives. They will also help coordinate and compile institutional performance and strategic reports, and conduct assessments of the college's effectiveness and efficiency in supporting service delivery objectives. This makes the position central to the college's broader governance and improvement agenda.

The employer is an equal opportunity institution and reserves the right not to appoint. Employment decisions will align with the employment equity targets of the department or college, and people with disabilities are encouraged to apply. Shortlisted candidates will be required to undergo two pre-entry assessments: one practical exercise to determine technical and generic suitability, and a second integrity or ethical conduct assessment. Recommended candidates will be subject to personnel suitability checks, including criminal record, citizenship, financial record checks, and verification of qualifications and previous employment. Applications must be submitted using the prescribed Z83 form along with a detailed, comprehensive CV, as failure to do so will disqualify the application. Certified copies of documents will only be requested from shortlisted candidates. Late applications will not be accepted, and applicants who do not receive feedback within three months of the closing date may regard their application as unsuccessful. All application submissions must be sent as a single attachment via the email address specified in the original advertisement.