Job Description

KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: - Applications submitted through any other platform will not be considered.

Duties and responsibilities:
Administrative Duties

• Plan the diaries for mental health professionals.
• Screen students before referring to the social worker.
• Provide administrative support to the social worker and SCD.
• Open client files and filing duties.
• Capture data on an electronic system.
• Respond to e-mails.
• Responsible for general office administration.
• Order Office Supplies.
• Book meetings when necessary.
• Compile agendas and minutes.
• Make travel arrangements and accommodation.
• Prepare and manage student correspondence.
• Distribute food packs to students.
• Assist with SCD Projects as needed.
• Assist with Student Affairs administrative matters where needed.

Reception Duties

• Receive clients at reception and attend to department telephone calls/appointments/enquiries.
• Schedule appointments and notify the mental health professionals of client arrivals.
• Quality control of the reception area.
• Collaborate with a student administrative intern.
• Accept Office deliveries.
• Deal with correspondence and queries.
• Assist with reception duties at SCD, QwaQwa campus, where needed.

Financial Administration

• Manage the financial entities in collaboration with the Director: SCD.
• Bill (Invoices).
• Perform Service Requests.
• Request Quotes /Ordering and preparing Requisitions.
• Budget - With Director.
• Basic bookkeeping of expenditure.
• Order office supplies, stationery, and equipment.
• Capture, approve, report and follow up on job requests for maintenance and repairs where needed.
• Generate cost centre reports.

Inherent Job Requirements:

• A relevant bachelor's degree or an advanced diploma/ BTech degree/ postgraduate certificate on NQF Level 7 or a three-year national diploma on NQF Level 6.
• A minimum of One (1) year relevant working experience relating to the duties and responsibilities.

Recommendations:

• Two to three years' experience in working with students, or young adults, in an administrative manner.
• Proven experience in working with Microsoft Programmes.
• Proven experience in working with financial 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
• Experience in working with the UFS financial systems.

Competencies

Key Competencies Required:

• 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.

Required Documents

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:
01 May 2024 or as soon as possible.

Closing date:
16 February 2024.

Salary:
The annual remuneration package, including benefits is R 354,408.50- R 444,721.26 per 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 051 401 9810 or email or . Additionally, kindly contact 051 401 9814/ 9813/ 2979/ 7659/ 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 :

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.

The UFS will only consider applications of candidates who meet all the inherent requirements of the position.

Additional Information

University of the Free State