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: Academic Administration

• Handle student academic and timetable inquiries.
• Divide students according to their groups and timetables.
• Keep student marks updated on BRSLive and Gradebook.
• Track missed practicals and tests and inform students and the lecturer.
• Use Blackboard to communicate important information to students.
• Coordinate student support services, such as tutoring.
• Maintain accurate records of student interactions, inquiries, and support provided.
• Maintain a sign-in register for assistants to track their weekly hours.
• Schedule and manage assistants' timetable.
• Assist in registering students' fingerprints.
• Daily assist at the sign-in desk daily.

General Administration

• Attend to queries from staff and students.
• Attend to telephonic calls.
• First point of contact for student requests and refer accordingly.
• Manage office filing and draft letters.
• Ensure the accuracy of captured data.
• Monitor the cleanliness and supplies in the assistants' office.
• Open computer labs for cleaners.
• Check with colleagues for office supply needs each semester.
• Print student lists for practicals and tests.
• Submit facilitators' contract forms on time.
• Switch on the sign-in computers every morning.

Financial Administration

• Collect Ad Hoc claim forms from assistants and submit them to the finance officer.
• Purchases and orders office supplies, stationery, and equipment.

Inherent Job Requirements:

• Grade 12 or National Vocational Certificate on NQF level 4.

Recommendations:

• A relevant post-school qualification on NQF Level 6 or higher
• Relevant working experience in the portfolio or related to the duties and responsibilities.

CompetenciesKey Competencies:

• Results oriented:

- The ability to cope with a frequently changing environment and to adapt to evolving situations.
- The ability to stick with tasks, not give up, and overcome obstacles in completing one's task.

• Strategic thinking:

- The ability to deal with several activities at a time.
- The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.

• 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 self-assured and at ease with people in all types of social situations.
- The ability to be sensitive and understanding to the needs and feelings of others.Required DocumentsPlease 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 August 2024Closing date:
26 May 2024Salary:
The annual remuneration package, including benefits is R 218 298.69 - R 365 979.80per annum, depending on the budget available for the position, relevant work experience and qualifications.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 me at 051 401 9813 or email at PhokaR@ufs.ac.za. Additionally, kindly contact 051 401 2979/ 9810/ 9814/ 9848 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.

University of the Free State