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    Administrative Officer x1

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    Administrative Officer

    Administrative Officer x1

    Position Details

    • Job Title: Administrative Officer
    • Reference Number: H/A/26/2026
    • Centre: Universitas Academic Hospital
    • Salary: R338 106 per annum
    • Benefits:
      • 13th Cheque
      • Home Owner Allowance
      • Medical Aid (Optional, subject to prescribed requirements)

    Job Purpose

    The Administrative Officer is responsible for providing comprehensive administrative support to Human Resource (HR) functions within the institution. The role focuses on HR quality assurance, risk management, establishment control, Performance Management and Development System (PMDS) administration, HR reporting, records management, audit support, and coordination of HR-related projects and operational activities.

    The successful candidate will play a key role in ensuring compliance with HR policies, maintaining accurate HR information, supporting workforce planning processes, and strengthening governance and reporting systems within the institution.

    Minimum Requirements

    Educational Qualifications

    • Senior Certificate (Grade 12).
    • Diploma in Public Administration or a related qualification recognized by South African Qualifications Authority.

    Experience

    • Minimum 3 years’ experience in an office administration environment.

    Knowledge Requirements

    Candidates should possess knowledge of:

    Human Resource Administration

    • Human Resource Management processes.
    • Public Service HR policies and procedures.
    • Organizational structures and staff establishments.
    • Performance Management and Development System (PMDS).
    • HR reporting and information management.
    • Personnel administration systems.

    Governance and Compliance

    • Public Service Regulations.
    • Risk management principles.
    • Audit processes and compliance monitoring.
    • Quality assurance processes.
    • Records management requirements.

    Systems Knowledge

    • PERSAL (Personnel and Salary Administration System).
    • Microsoft Office Suite.
    • Electronic filing and record management systems.
    • HR information systems.

    Required Skills and Competencies

    Administrative Skills

    • Office administration.
    • Records management.
    • Report compilation.
    • Meeting coordination.
    • Minute-taking.
    • Data verification and administration.
    • Document management.

    Computer Skills

    • Microsoft Excel.
    • Microsoft Word.
    • Microsoft Outlook.
    • Data management systems.
    • Electronic reporting systems.

    Communication Skills

    • Excellent verbal communication.
    • Professional written communication.
    • Report writing.
    • Correspondence preparation.
    • Stakeholder engagement.

    Analytical Skills

    • Data analysis.
    • Information verification.
    • Problem-solving.
    • Attention to detail.
    • Accuracy and quality control.

    Organizational Skills

    • Planning and coordination.
    • Prioritization of tasks.
    • Time management.
    • Ability to manage multiple deadlines.

    Personal Attributes

    • Professionalism.
    • Confidentiality.
    • Reliability.
    • Accountability.
    • Initiative.
    • Teamwork orientation.
    • Ability to work independently.

    Key Duties and Responsibilities

    1. HR Quality Assurance and Risk Management

    • Coordinate and monitor HR quality assurance processes.
    • Support implementation of risk management initiatives.
    • Maintain HR risk registers.
    • Monitor compliance with HR policies and procedures.
    • Track and report on audit findings.
    • Assist in implementing corrective actions arising from audits.
    • Monitor progress of audit action plans.

    2. Establishment and Organizational Structure Management

    • Maintain and update approved staff establishments.
    • Ensure establishment records align with approved organizational structures.
    • Compare approved posts with filled positions.
    • Identify and report discrepancies.
    • Monitor funded and unfunded posts.
    • Compile establishment and vacancy reports.
    • Support organizational structure reviews and post-provisioning exercises.

    3. PMDS Administration

    Administer the Performance Management and Development System (PMDS) by:

    • Coordinating PMDS spreadsheets and reporting requirements.
    • Monitoring submission of performance agreements.
    • Tracking performance reviews and assessments.
    • Ensuring compliance with PMDS policies and deadlines.
    • Providing administrative support during PMDS cycles.
    • Assisting with PMDS-related audits and verification processes.

    4. HR Information Management and Reporting

    • Collect HR data from various sources.
    • Verify accuracy and completeness of information.
    • Analyse HR data for reporting purposes.
    • Compile monthly HR reports.
    • Compile quarterly HR reports.
    • Compile annual HR reports.
    • Prepare management reports and statistical information.
    • Ensure data integrity on systems such as PERSAL.

    5. Record Keeping and Document Management

    • Maintain manual and electronic filing systems.
    • Ensure proper storage and retrieval of documents.
    • Maintain HR records in accordance with policy requirements.
    • Ensure confidentiality of personnel information.
    • Manage document control processes.

    6. Administrative Support Services

    • Provide administrative support for HR projects.
    • Assist with day-to-day HR operational activities.
    • Prepare submissions for management consideration.
    • Compile reports and supporting documentation.
    • Coordinate administrative activities within the HR component.

    7. Meeting Coordination and Secretariat Support

    • Arrange and coordinate meetings.
    • Prepare meeting documentation.
    • Record meeting minutes.
    • Distribute minutes and action items.
    • Monitor implementation of decisions and follow-up actions.
    • Maintain meeting records and documentation.

    Key Performance Areas (KPAs)

    The successful candidate will be evaluated on:

    • Compliance with HR policies and procedures.
    • Accuracy of HR reports and data management.
    • Effective maintenance of staff establishment records.
    • Timely administration of PMDS processes.
    • Quality of audit and risk management support.
    • Accuracy of PERSAL-related information.
    • Proper records management and filing.
    • Effective coordination of meetings and administrative activities.
    • Quality of management reports and submissions.

    Ideal Candidate Profile

    The ideal candidate should:

    • Have a strong understanding of public sector administration and HR processes.
    • Be highly organized and detail-oriented.
    • Demonstrate excellent report-writing and communication skills.
    • Have strong analytical and data management abilities.
    • Be comfortable working with HR information systems such as PERSAL.
    • Be capable of managing multiple priorities and deadlines.
    • Maintain professionalism and confidentiality when handling sensitive information.

    Career Development Opportunities

    This position provides valuable experience and growth opportunities in:

    • Human Resource Administration
    • Public Administration
    • Organizational Development
    • Workforce Planning
    • Performance Management
    • Governance and Compliance
    • HR Information Management
    • Risk Management
    • Public Sector Management

    Suitable Qualifications

    Applicants with qualifications in the following fields are particularly suitable:

    • Public Administration
    • Public Management
    • Human Resource Management
    • Office Management and Technology
    • Business Administration
    • Administrative Management
    • Management Assistant
    • Industrial Psychology (HR focus)

     

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