Departmental Secretary Internal

Job Title

Departmental Secretary: 6-months contract (Internal Applicants Only)

Faculty

Department

Cape Peninsula University of Technology ->
Engineering and the Built Environment ->
Mechanical Engineering

Campus/ Location

Job Type

Contract

Occupational Function

Support / Admin

Number of Positions

1

Annual Salary Package (incl. Medical Aid rate based on principal member only)

To be confirmed

Advert Closing Date

19/10/2026

Job Purpose

To provide administrative and secretarial support to full and part-time departmental staff, including special projects, office workflow, academic support, appointments, correspondence, grant proposals, data compilation and records control.

• Grade 12 certificate.
• At least two (2) years’ secretarial and/or departmental administrative experience within a Higher Education environment
• Proficiency in MS Office (Advanced knowledge in Word, Excel, PowerPoint, Database; Project; SharePoint, One Drive, Teams, Forms) as well as in the use of ITS, OPA, MIS, HEMIS, and other CPUT IT software

• A National Diploma in Office Management & Technology or equivalent qualification (NQF level
  6).
• Admin experience within an academic department in a higher education institution or research management environment.

• Correspondence/Document, receive mail including emails for the department and distribute to the addressees. Manage diary as required to ensure efficient management of schedules and appointments. Do all the typing of memoranda, test/examination papers, e-mails and letters for staff. Do photocopying for the department
• Diary Management, organizes meetings as per request from relevant senior staff, prepare meeting agenda and circulate relevant invitees. Arrange venues and refreshments for meetings Attend meetings as requested for the purpose of taking minutes. Finalize minutes to be ready for approval and receive visitors for the department.
• Database administration; collate information for inputting on the system, check data for correctness and update data on a regular basis.
• Department liaison, liaise with Heads of department as per request and liaise with support department/units/sections
• Records administration, organizes record administration for the department, file all records and documents and retrieve requested records and documents.
• Phone coverage, answer telephone calls and route them, accordingly, take messages if staff is not available, follow upon calls that need to be returned and respond to messages left on voicemail.
• General office operations, order stationery for the department, maintain stock related to the functionality of the department and ensure full functionality of office equipment
• Team/Department Support, attend to students’ and staff queries related to the department and participate in department activities such as registration and graduations
• Administration, handle administration pertaining to department main function; ranging from administration of examinations, correspondence, timetables, handling of tests/examination scripts, processing of application forms.
• Proficiency in English – written and verbal
• Proficiency in MS Office and ITS
• Strategic planning and scheduling skills
• Event planning skills and creativity
• Organisational and time management skills
• Critical thinking skills
• Detail-oriented confidentiality
• Ability to adapt to a changing working environment

Closing Date: 19 October 2026

The Cape Peninsula University of Technology is committed to Employment Equity and aims to attract and retain talented individuals to achieve our equity objectives and therefore, people from the designated groups, including those with disabilities are encouraged to apply. Preference will be given to applicants whose appointment contributes towards the achievement of demographic representation. We reserve the right not to make an appointment.

Copyright, Cape Peninsula University of Technology.
We are a university in Cape Town, South Africa and the only university of Technology in the Western Cape province.
We are also the largest university in the province.