Job Description

Job Title
Intern : Administrative (Contract appointment: 1 year) (Job ID 6044)
Organizational Unit
University of the Free State -> Student Affairs -> Student Counselling and Development
Contract Type
Occupational Level
Unskilled
Location
Qwaqwa Campus - Qwaqwa, FS ZA (Primary)

Closing Date
25/2/2025
Description

Duties and responsibilities

Reception duties:

Receive clients at reception and attend to department telephone call/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 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

South African Depression and Anxiety Group (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.

No Student Hungry (NSH) meal distribution:

Assist with meal distribution and meal-for-the-day vouchers.

Monthly client statistics:

Assist the office manager with importing SCD statistics.

Inherent requirements:

Bachelor's degree or an advanced diploma/postgraduate certificate on NQF Level 7 in Social Sciences. Living a commutable distance from the UFS Qwaqwa Campus.

Recommendations:

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.

The following criteria apply to the selection of candidates for an Internship:

The applicant should not currently be participating in an existing learnership/internship programme. The applicant should not have any previous formal work experience. The applicant must be willing to sign a learnership/internship agreement with UFS. The applicant must be available for the period of 1 year to participate in the learnership/internship.

Competencies

Required competencies:

Results Orientated:

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.

o Strategic Thinking:

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

o Business Acumen:

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

o 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.

o 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.

Assumption of duties:

1 April 2025 or as soon as possible.

Closing date:

25 February 2025

Salary:

The salary is

R 9,100.50 per month.

Enquiries:

For enquiries, please feel free to contact 051 4019810 or email MofoloNG@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 9814 / 9813 / 2979 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).pdf

The 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