University of The Free State: Administrative Officer

Job Title Administrative Officer

Job ID 3666

Location University Of The Free State

Full/Part Time

Regular/Temporary Regular

Job Opening Description

Faculty of Education School of Social Science and Language Education Administrative Officer (post-level 12) Job ID: 3666 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. Please ensure that all relevant documentation is attached to your application. INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED. • A detailed curriculum vitae and cover letter (please note that the first three (3) referees on your CV will be contacted with regard to reference checking); • Certified copies (not older than 6 months) of all academic records; • Certified copies (not older than 6 months) of qualifications (please provide the SAQA accreditation in the case of foreign qualifications); • A certified copy (not older than 6 months) of your identity document (ID); • Proof of registration with a Professional Body (if applicable); • A copy of your driver’s license (if applicable). Duties and responsibilities: General administrative duties • Provide administrative support to the school • Responsible for general office administration and operations, including: o Handle general enquiries and answering of incoming calls. o Maintain record of outgoing mail. o Administer departmental venue bookings. o Responsible for meeting administration and secretariat. o Maintains a pending system on previous correspondence to be followed up on, and pass items to line manager for following up.

Academic administration • Manage communication to students on various platforms (Blackboard, email, phone calls). • Handle student academic and timetable enquiries within the School. • Monitor and ensure that marks are captured and published accurately. • Monitor assessment moderation. • Compile class timetables for the School. • Assist with tutorial and lecturer schedules. • Responsible for the verification of class and exam timetable within the School. • Represent the School at the Class Timetable Committee of the Faculty. • Monitor the submission of examination question papers and study guides to relevant stakeholders. • Arrange and convey examination papers for external moderation. • Ensure tests and examination papers are submitted for translation. • Arrange invigilators for tests and School examination • Assist with the administration of module evaluations. • Perform various duties related to Blackboard. • Ensure necessary logistics related to Masters and PhD Special Interest Groups (SIG) administration (e.g. databases, venues, presentations, workshops, correspondences to SIG staff members and SIG students).

Financial administration • Stand in for the School’s finance officer/secretary when required. o Manage administrative tasks related to ad hoc claims of the School. o Ensure and manage the availability of office supplies for the School. o Capture, reports and follow up on job requests for maintenance and repairs. o Arrange travel and accommodation bookings as required by the School.

People management o Responsible for the management and coordination of Student Assistants in the School o Ensure the update and safe keeping of marketing or publicity materials Inherent requirements: • Grade 12 on NQF level 4. • A minimum of one (1) year relevant experience related to duties and responsibilities, within a higher education environment. Required competencies: • Business Acumen o Basic knowledge of PeopleSoft or any assessment mark system o The ability to adhere to rules and strictly follow work regulations. o Basic computer literacy skills • Results Orientated o The ability to set high standards, establish tough goals and to work to achieve success. o The ability to cope with a frequently changing environment and to adapt to evolving situations. • Strategic Thinking o The ability to focus on details, work towards perfection, and approach work in a neat and organised manner. o The ability to plan work and to follow plans. • Leading o The ability to maintain high levels of personal motivation, energy and enthusiasm. o The ability to be cooperative with others, display a good-natured attitude, and encourage people to work together. • Building Coalitions o The ability to be self-assured and at ease with people in all types of social situations. o The ability to interact with others and establish personal connections with people.

Recommendations: • A relevant post-matric qualification (NQF Level 6 or higher). • A minimum of five (5) years’ relevant experience in academic and or curriculum student administration. • Advanced knowledge on Microsoft packages Assumption of duties: 1 January 2021 Closing date: 30 November 2020. Salary: The annual remuneration package, including benefits is R 301 475.48 - R 378 285.65 per annum, depending on the budget available for the position, experience and qualifications. Enquiries: For enquiries, please feel free to contact 051 401 7267 /7705 /9848 or email 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. General: The University reserves the right not to fill the post. The University subscribes to and applies the principles prescribed by the Employment Equity Act. Preference will be given to candidates from the designated groups, in accordance with the principles of the aforementioned act and the employee profile of the specific department/division. The UFS is committed to the pursuit of excellence, diversity and redress in achieving its equity targets. Our Employment Equity Plan is available at For this post, we seek particularly to attract black (i.e. African, Coloured and Indian) and disabled South African candidates. The UFS will only consider applications of candidates who meet all the inherent requirements of the position. 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.

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