Job Description

Internal advert: Only UFS employees can apply.KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: l - Applications submitted through any other platform will not be considered.Duties and responsibilities:
Operational Support

• Provide professional service to the CIOs office by attending to all telephone, email and other enquiries to the CIO.
• Provide an effective interface between the office of the CIO and members of the University community, public, private and community organisations, and business and government sectors.
• Provide support to the CIO by dealing with or referring enquiries.
• Contact and liaise with internal and external visitors and staff members who enter the CIOs office.
• Screen visitors to the CIOs office.
• Assist other staff of the CIOs office as and when required, to guide visitors, taking of messages and making phone calls.
• Manage the diary of the CIO, including setting up meetings with relevant departments, committees, and or external stakeholders.
• Make, cancel or change appointments when necessary to accommodate important commitments.
• Ensure that the diary is kept up to date.
• Compile the CIOs daily programme, ensuring that they are familiar with it and that all the relevant documents are available.
• Alert the CIO to urgent and important matters on a day-to-day basis.
• Scrutinise and record details of all incoming mail, print out relevant messages and prioritise according to urgency, and redirect inappropriately addressed mail to correct quarter.
• Investigate complex queries and prepare responses/reports for the CIO.
• Maintain a pending system for following up previous correspondence and refer items to the CIO for follow-up action.
• Maintain confidentiality when dealing with sensitive and confidential information.
• Arrange travel and accommodation bookings for the CIO and other ICTS staff.

Office Administration

• Deal with general administration.
• Prepare material, including electronic presentations.
• Ensure office compliance with safety regulations and arrange for maintenance and repairs when necessary.
• Co-ordinate ICTS calendar and venue bookings for key ICTS meetings.
• Maintain distribution lists on MS Outlook for the CIOs Office.
• Co-arrange and coordinate key ICTS events in collaboration with other ICT staff.
• Maintain important documents on SharePoint.
• Order and keep stock of office supplies, stationery, and refreshments.
• Responsible for the arrangements and coordination of ICTS strategy planning sessions and workshops.

Financial administration

• Assist with registration of training, workshops and seminars of ICT staff members.
• Gather quotations from service providers.
• Process requisitions and F1 claims of ICTS staff.
• Handle the financial administration for travel and accommodation bookings of ICTS staff.

Meeting administration

• Deal with meeting administration including preparing agendas, circulating documentation to committee members, taking minutes of meetings for the meetings that the CIO is chairing.
• Co-ordinate meetings including booking of venues, ordering of catering, preparing documentation.
• Type and check final minutes, arrange duplication and despatch to relevant members.
• Prepare, distribute and follow up on the action list of the CIO.

People Management

• Provide leadership and mentorship to employees within the business unit to achieve objectives and goals.
• Provide positive influence to ensure high levels of morale and business continuity.
• Manage performance management discussions and plans of staff.
• Manage staff leave requests within the unit.

Professional Development

• Fulfil all responsibilities regarding performance management and associated outcomes.
• Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses.

Inherent Job requirements:

• National Diploma on NQF 6 in Office Administration or similar field.
• A minimum of two (2) years of relevant experience office administration experience.

Recommendations:

• Knowledge of the UFSs Structures, Protocol, Policies and Procedures.
• Knowledge and understanding of the purpose of the Senior Directors job.
• Knowledge and understanding of the organisational structure of ICT Services and the key responsibilities of the different departments.
• Understanding of secretarial and office administration principles.
• Working knowledge of Microsoft Office package, Outlook, and PeopleSoft System.

CompetenciesKey Competencies Required:

• Results oriented:

- The ability to cope with a frequently changing environment and to adapt to evolving situations.
- The ability to be reliable, responsible, dependable and to fulfil obligations.

• 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 negotiate, sell, influence and to persuade others.
- The ability to be self-assured and at ease with people in all types of social situations.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 drivers license (if applicable).
• Confirmation of employment from current employer / last employer if unemployed (only applicable to external applicants).

Assumption of duties:
1 October 2024 or as soon as possible.Closing date:
9 August 2024.Salary:
The salary is available on request.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 or email or . Additionally, kindly contact / / / / 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.The UFS will only consider applications of candidates who meet all the inherent requirements of the position.Additional Information

University of the Free State