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:

• Provide comprehensive support to the Academic Head of Department (AHD).
• Manage the AHD's electronic diary and schedule appointments.
• Provide administrative support to the entire department, coordinate module evaluations, compile moderator lists, distribute prescribed book lists, etc.
• Receive visitors, answer the phone and redirect calls to the relevant staff members.
• Perform general office administration, filing and record-keeping, meeting administration.
• Order office supplies and kitchen consumables.
• Coordinate postal and courier requirements.
• Supervise general cleaning and maintenance of the building and submit and follow up on service requests.
• Manage the lab bookings of the department, activate student cards to access the labs, lab assistant meetings, etc.
• Assist academic staff with student assistant and invigilator administration (hire, appointment forms, organise sessions, ad hoc claim forms, etc.).
• Coordinate and manage IT Student Association (ITSA) activities such as student events and workshops.
• Take charge of student communication, administerxc2xb7 notices and manage CSI Student WhatsApp groups.
• Assist with student coordination for the annual CHPC Student Cluster Competition.
• Take part in the department's marketing activities, and assist with coordination, organisation, training and oversight of the department's Open Day and Student Career Developmental Expo operations.
• Assist community service lecturer with administration and catering for certificate hand-out event.
• Perform other tasks and assistance deemed necessary from time to time.

Inherent Job Requirements:

• Grade 12 or National Vocational Certificate on NQF level 4.
• One (1) year's working experience relating to the duties and responsibilities.

Recommendations:

• Tertiary qualification in secretarial or office practice.
• Experience within the higher-education environment.
• Knowledge of university systems, policies and procedures.

Competencies

Key Competencies Required:

• Results-oriented:

- The ability to deal calmly and effectively with high stress 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 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.
- Proven administration skills.

• 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 interact with others and establish personal connections with people.
- The ability to be self-assured and at ease with people in all types of social situations.

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 April 2024.

Closing date:
8 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 me at 051 401 9813 or email at PhokaR@ufs.ac.za. Additionally, kindly contact 051 401 2979 / 9810 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.

University of the Free State