Job Description

KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll - Applications submitted through any other platform will not be considered.Duties and responsibilities:Reception Duties

• Receive clients at reception and attend to department telephone calls/appointments/enquiries.
• Schedule appointments and notify mental health professionals (MHP) of client arrivals.
• Quality control of the reception area.

Client Engagement

• Professional engagements with students.
• Effective and professional written and verbal communication.
• Strictly adhere to the confidentiality of client information.

Administrative Duties

• Open client files and perform filing duties.
• Capture data on the electronic system.
• Respond to email enquiries sent by students and private clients about services offered by SCD.
• Attend meetings, as requested by the line manager/mentor.
• Take minutes at meetings.

SCD Marketing and Representation

• Attend UFS marketing initiatives to represent SCD.

SADAG Administration

• Send SCD students to SADAG for screening.
• Confirm with students to ensure they have received help from SADAG.
• Assist with reconciling SADAG and SCD statistics.

Workshop Administration

• Assist with drafting workshop schedules.
• Liaise with residences and departments for workshops.
• Print handouts for workshops.
• Assist with marketing of workshops.
• Assist the workshop coordinator with tasks as required.

Monthly client statistics

• Assist the office manager with importing SCD statistics.

Inherent requirements:

• A relevant Higher Certificate on NQF Level 5, a Diploma/National Diploma on NQF Level 6 or a Bachelor's Degree on NQF Level 7 obtained at the University of the Free State (UFS).

Recommendations:

• Six months experience in working with students in Higher Education in an administrative manner.
• Proven experience in working with Microsoft Programmes.
• Proven experience in working with UFS Systems and Programmes.
• Effective Time Management Skills and ability to work under pressure.
• Excellent interpersonal and communication skills and ability to function with ease in a professional team.
• Sesotho and/or Zulu speaking.
• Experience in working with students in a counselling setting within Higher Education.

CompetenciesRequired competencies:

• Results-oriented.

- The ability to cope with a frequently changing environment and to adapt to evolving situations.
- The ability to deal calmly and effectively with high-stress situations.

• Strategic thinking.

- The ability to deal with several activities at a time.
- The ability to be creative and open-minded when addressing work issues.

• Business Acumen:

- The ability to adhere to rules and strictly follow work regulations.
- Proficient in using MS Office.

• Leading.

- The ability to maintain high levels of personal motivation, energy and enthusiasm.
- The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

• Building coalitions

- The ability to be sensitive and understanding to the needs and feelings of others.
- The ability to interact with others and establish personal connections with people.Please ensure that all relevant documentation is attached to your application.

• A detailed curriculum vitae and cover letter.
• Copies of qualifications (please provide the SAQA accreditation in the case of foreign qualifications).
• A copy of your identity document (ID or passport in the case of foreign nationals).
• Proof of registration with a Professional Body (if applicable).
• A copy of your driver's license (if applicable).
• Confirmation of employment from current employer / last employer if unemployed (only applicable to external applicants).

Assumption of duties:
1 July 2024 or as soon as possible.Closing date:
07 June 2024.Salary:
The stipend is R 8 567.60 per month.Fringe benefits:
(Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits.Enquiries:
For enquiries, please feel free to contact 051 401 9814 or email Makola@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 9810/ 9813/ 9848/ 7659 for assistance.General:
The UFS is a designated employer and is committed to the pursuit of excellence, diversity, and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups including candidates with disabilities. Our Employment Equity Policy is available at : EEA13_EE Plan UFS 1 March 2022 (003).pdfThe University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to the University will be treated as confidential and processed in accordance with the rights provided to data subjects under POPIA.The University reserves the right not to fill the post. The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications, you may assume that your application was unsuccessful.Additional Information

University of the Free State