Job opportunities at the MRC

Executive Secretary/Office Administrator

Oncology Research Unit
Durban

The Oncology Research Unit (ORU), of the MRC undertakes multidisciplinary research cutting across the cancer continuum from Clinical and Basic Sciences to Public Health/Cancer Epidemiology. Research is aimed at finding out the causes of cancers, development of new therapeutics, prediction of tumour progression, biomarker research and the role of complementary and alter­native medicines in the prevention, risk, treatment and management of cancers. A vacancy has arisen for highly motivated and dynamic individual.

Job purpose

To provide a complete and wide range of office management, administrative, secre­tarial and financial control services to the ORU in support of its research objectives.

Key performance areas

Office Management:

• Coordinating activities of the Director’s office such as (but not limited to):
  • taking minutes of meetings
  • electronic and manual diary management and administration of appointments for Unit Director
  • assisting in preparing presentations at the request of the Director
  • annual and quarterly reports, etc.
• General Administration:
  • typing and/or editing correspondence or other documentation
  • handling petty cash, printing require­ments and ordering stationery
  • maintain filing systems and ensuring that filing systems are up-to-date, etc.
• Budget and Financial Administration: •
  • maintaining detailed records for monthly control of financial statements; attending to corrections
  • keeping Unit Director up to date with monthly Budget Reports
  • attending to end-of-financial-year procedures, etc.
• Personnel Administration:
  • HR-related procedures and documentation
  • completion and distribution of leave forms, etc.
• Communication:
  • maintaining constant communication with ORU staff in respect of all their administration requirements and follow-up procedures, including contact when they are working in the field
  • availability to answer telephone calls in the absence of staff and relay relevant messages
  • liaising with external contractors and service providers where necessary, etc.
• Planning and Scheduling:
  • planning work schedules, diarising and prioritising, so that all daily, weekly and monthly requirements are controlled and relevant deadlines met
  • handling travel arrangements; arranging and coordinating all meetings/workshops/visits and training sessions where required and to arrange for catering at such meetings.

Requirements

• minimum 2-year diploma. A 3-year National Diploma or relevant degree in executive secretarial studies or office/administrative management would be a strong advantage
• minimum 3 years’ relevant experience as an Executive Secretary, preferably within the academic environment
• office/project management and secretarial skills
• personnel administration
• excellent communication skills in English – both written and verbal
• advanced computer literacy skills (word processing and spreadsheets)
• good communication and public relations skills for both inter-departmental and external liaison
• good multitasking skills
• ability to ensure a controlled environment and play a supporting role
• information processing, presentation and management skills
• knowledge of financial control, budgets and reporting thereof
• a valid driver’s licence
• formal presentation skills
• excellent interpersonal skills
• confidentiality, cooperation and perseverance
• willingness to travel for meetings out of office.

A salary in the region of R207 224 – R234 000 per annum cost-to-company will be negotiated in compliance with relevant experience/qualifications.

In accordance with the MRC’s Employment Equity Plan, preference will be given to suitably qualified candidates from the designated groups. For this reason we require Race, Gender and Disability status to be specified. Disabled persons are encouraged to apply.

Closing date: 10 February 2012

Please quote the reference number: “R442” in your subject line of your e-mail, CV and all other communications. If it does not appear in the subject line, then your application/CV will not be considered. Certified copies of your ID and highest formal qualifications must be submitted with this application. Should your application not contain the required information and documents, it will also unfortunately not be considered.

Should no feedback be received within 30 days of the closing date,
kindly consider your application as unsuccessful.

The MRC retains the right not to make an appointment.