CORE PURPOSE OF JOB

To provide high-level executive secretarial and administrative support, ensuring seamless cross-functional coordination within the organization. The Academic Library Secretary plays a critical role in facilitating the efficient operation of the library management team by overseeing communication, managing documentation, coordinating meetings, and supporting the implementation of library services and strategic initiatives.

The responsibilities of this person include:

•           Manage the flow of information to and from the office of the Director

•           Manage the Director’s diary and make the necessary arrangements to facilitate implementation thereof

•           General administration e.g., photocopying and typing of documents

•           Collate information for departmental reports

•           Perform all national and international travel and accommodation arrangements for the Director

•           Plan, organize and coordinate Library meetings and events

•           Compile agendas and take minutes efficiently

•           Attend to all event logistics

•           Support the Director with the administration of budget

•           Monitor and process budget items e.g., Subsistence allowance and financial claims

•           Ensure that travel and accommodation arrangements are well coordinated

•           Follow up on orders and payment of service providers

KEY PERFORMANCE AREAS

Manages the office of the Director: Library and Information Services.

Provides secretarial services to LIS directorate, managers and senior staff, arranges and scheduling appointments, meetings and events.

Provides information and support to internal and external LIS customers.

Library Infrastructure and Facilities Coordination

Customer Service and Stakeholder Engagement

CORE COMPETENCIES

• Strong organisational skills
• Strong computer skills (ITS, MS Office, Internet, e-mail)
• Good verbal and written communication skills
• Good time management skills
• Excellent interpersonal skills
• Professional report writing and minute taking abilities
• Excellent written English skills
• Ability to prioritize tasks and manage multiple projects simultaneously
• Attention to detail and accuracy in all tasks

REQUIREMENTS

Required minimum education:  Matric, but (preference will be given to a National Diploma in Office Administration/Secretarial/Communication)

Required minimum experience: 3 years