Senior Administrative Assistant at University of Pretoria – Apply Now!

🏛 About the Role:

The University of Pretoria (UP), one of South Africa’s leading research universities, is seeking a detail-oriented and experienced Senior Administrative Assistant to join its Human Resources team. This is an exciting opportunity to play a vital role in records and data management, ensuring compliance, data integrity, and operational efficiency across the department.

As a Senior Administrative Assistant, you’ll support the systematic control and maintenance of sensitive staff records, ensuring that all procedures comply with institutional policies and legislative requirements. If you excel in administration, have HR insight, and love working with data, this is your chance to thrive in a dynamic university setting.

📋 Key Responsibilities:

• Provide expert advice to internal clients on the organization, storage, destruction, and archiving of records.

• Ensure the secure handling of confidential HR records in compliance with data privacy guidelines.

• Capture and manage staff records on electronic systems such as ERMS (Electronic Record Management System).

• Review documents for accuracy, completeness, quality, and compliance with retention standards.

• Verify and organize records to meet standard operating procedures (SOPs).

• Identify and flag duplicates or errors within ERMS; ensure high-quality indexing of documents.

• Conduct routine quality assurance checks on archived records.

• Stay up to date with applicable legislative and institutional policies on recordkeeping.

• Assist in the development and upkeep of folder structures to support legal, administrative, and financial compliance.

• Generate correspondence and ad hoc reports as required for internal stakeholders.

🎓 Minimum Requirements:

Option 1:

• Grade 12 (Matric) with 3 years of relevant experience in records management, electronic records systems, office administration, and database support.

OR

Option 2:

• 3-year Diploma in Human Resource Management, Administration, Business Management, or a related field, with 1 year of relevant experience in records and electronic records management systems.

🧠 Competencies & Skills:

• In-depth understanding of HR procedures and principles.

• Strong recordkeeping and database management skills.

• Familiarity with legislative requirements related to document storage and handling.

• High proficiency in Microsoft Word, Excel, and PowerPoint.

• Ability to maintain confidentiality and manage sensitive information.

• Excellent organizational, prioritization, and quality control skills.

• Client service mindset and professional communication skills.

• Strong attention to detail and ability to work under pressure.

• Conflict resolution and problem-solving ability.

➕ Added Advantage:

• Minimum 2 years’ experience at a higher education institution is preferred.

💼 Why Join the University of Pretoria?

• Work within one of South Africa’s most respected academic institutions.

• Contribute to excellence in education, research, and institutional development.

• Competitive salary and benefits, including contributions to medical aid (BESTMED and UMVUZO).

• Opportunities for growth in administrative and academic support services.

• Inclusion in a diverse, inclusive, and forward-thinking workforce.

📝 Important Application Instructions:

• Apply online via: www.up.ac.za > Careers@UP

• Attach the following:

  • A comprehensive, updated CV

  • Certified copies of all relevant qualifications

  • Contact details for three referees (name, phone, and email)

🔗 Find similar jobs at:

👉 https://careerjunctionza.co.za/jobs/

💡 TIPS for CV – Tailored for Admin & HR Support Roles:

1. Tailor Your CV to the Job Description: Use keywords such as “records management,” “compliance,” “database administration,” and “HR systems.”

2. Emphasize Administrative Experience: Include tasks like document control, data entry, and quality assurance of records.

3. Quantify Achievements: For example, “Improved data capture accuracy by 25%” or “Managed 500+ staff files with zero errors in audit.”

4. Demonstrate Tech Proficiency: Mention tools or systems like ERMS, Microsoft Excel, and SharePoint.

5. Keep It Professional and Concise: Stick to clear formatting, avoid large blocks of text, and keep it ideally within 2 pages.

6. Highlight Work Ethic: Showcase your attention to detail, ability to handle confidential data, and organizational efficiency.

🌐 Company Website: https://www.up.ac.za