Executive Secretary (P10) (Faculty of Law: Dean's Office) (Re-advert)

Advert reference: uj_002418

Advert status: Online

Apply by: 10 July 2026

Position Summary

Industry: Education & Training

Job category: Education and Training

Campus: Auckland Park Kingsway Campus

Contract: Permanent

Remuneration: Market Related

EE position: EE

Level: Skilled

Introduction

The University of Johannesburg (UJ) is a vibrant and cosmopolitan institution, guided by its bold UJ Strategy 2035, which emphasises Societal Impact and Sustainability, Global Footprint and Partnerships, and Technology for the Future. Committed to transformative change, UJ’s mission is “To transform and serve humanity through innovation and the collective and collaborative pursuit of knowledge.” The University is guided by the vision of building “An international university of choice, anchored in Africa and the global south, dynamically shaping a sustainable future".

“Please note that the University is obligated, in terms of recent amendments to the Criminal Law (Sexual Offences and Related Matters) Amendment Act 2021 (Act 13 of 2021), to assess all prospective employees (including applicants) against the National Register for Sex Offenders (NRSO). The outcome of such an assessment may have an impact upon possible employment with the University.

For more information, please review the following link: Justice/Criminal/NRSO

To provide high-level professional and personal assistance and support services to the Executive Dean in his role.

Responsibilities

Office Management & Coordination

• Provide professional and effective management of the Executive Dean’s office in line with best practice.
• Act as a first point of contact on all general queries that go via the office.
• Organise and liaise between Faculties/Divisions, and Executive Leadership Group (ELG).
• Liaise with the offices of the Management Executive Committee (MEC).

Stakeholder Liaison and Management

• Collaborate with fellow Executive Dean's Secretaries and Executive Assistants to coordinate and manage the Executive Dean's schedule, ensuring strategic priorities are met.
• Act as the primary point of contact for employees and stakeholders, managing communications and resolving issues in accordance with the Executive Dean's directives, with timely escalation to line management as necessary.

Reporting and Risk Management

• Coordinate monthly and management reports from key stakeholders for the Executive Dean.
• Ensure all Service Level Agreements (SLAs) with relevant stakeholders are always adhered to.
• Maintain professional and confidentiality and manage information that goes through the office of the Executive Dean.
• Proactively assess and identify any risks associated with the officer’s actions, decisions, or conduct. Where possible, take appropriate measures to resolve these risks at your level. If the risks cannot be adequately addressed or fall outside your authority, promptly escalate the matter to the Line Manager for further guidance and action.

Administration

• Provide clerical and administrative support to the Executive Dean.
• Keep records up to date and maintain an effective filing system.
• Manage procurement of operational items to enable efficient operation and timely payment of invoices.
• Plan, arrange, and coordinate relevant workshops, functions, and conferences as directed by the Executive Dean.
• Keep abreast of new developments in the field and effectively apply best practices in the office setting.
• Perform ad hoc duties as and when required by the Executive Dean.

Minimum requirements

• A relevant National Diploma (NQF Level 6) in Executive/Office Management or Administration or related field.
• Having a Bachelor's Degree (NQF Level 7) would be an added advantage.
• Three (3) to five (5) years' Personal Assistant experience at an Executive level, preferably in a university setting.
• Good knowledge of university systems, structures, policies, and procedures.
• Knowledge of Administrative and Clerical procedures.
• Advanced computer literacy in Windows and MS Office (MS Word and Excel).

Recommendations

• Executive or senior administrative experience at a tertiary institution.
• Good knowledge of university systems, structures, policies, and procedures.
• Ability to work under pressure and meet tight deadlines by prioritizing tasks effectively, adapting quickly to changing demands, and delivering consistent results without compromising quality.

Competencies and Behavioural Attributes

• Strong planning, organising, and a methodical approach to work.
• Excellent self-management skills and resource management skills.
• Good command of the English language (written and verbal).
• Strong customer service, diplomacy, and assertiveness skills.
• Ability to work under pressure in a fast-paced and deadline-oriented environment.
• Project Management skills.
• Strong time management skills.
• Excellent interpersonal and listening skills.
• Good written and oral communication skills.
• Ability to identify and mitigate risks.
• Collegial and emotionally intelligent.
• High level of integrity and ethical standards.

Enquiries

Enquiries regarding the job content: Prof Charles Maimela (Executive Dean) on Tel: (011) 559 2135

Enquiries regarding remuneration and benefits: Mr. Innocent Masoka (HCM Business Partner) on Tel: (011) 559 1531

Your application, comprising of a detailed Curriculum Vitae as well as the names and full contact details (including telephone numbers and e-mail addresses) of at least three traceable and credible referees must be uploaded before or on the closing date of the advertised post. Please also attach the following: a copy of your highest academic qualification, proof of registration with professional bodies you might belong to and if applying for an academic position, a list of accredited research output and/ or a portfolio of your creative output.

If you require technical support / assistance on the UJ e-recruitment website, please contact our service provider PNET on the following contact details: 0861 227337/010 140 3099 or email ***email_hidden***.

Candidates may be subjected to appropriate psychometric testing and other selection instruments.

In conjunction to merit on the basis of qualifications, experience and proven achievements the University of Johannesburg is committed to providing equal employment opportunities for persons with disabilities and those individuals from the historically disadvantaged groups. As necessitated by operational requirements the University reserves the right not to make an appointment to positions advertised. If you have not received a response from the University within 8 weeks of the closing date, you should assume that your application has been unsuccessful.

Please note that the University is obligated, in terms of recent amendments to the Criminal Law (Sexual Offences and Related Matters) Amendment Act 2021 (Act 13 of 2021), to assess all prospective employees (including applicants) against the National Register for Sex Offenders (NRSO). The outcome of such an assessment may have an impact upon possible employment with the University.