Senior Assistant Officer: Office Manager

Department of Student Academic Services

Office of the Director

Senior Assistant Officer: Office Manager (post level 12)

Job ID: 2736

Duties and responsibilities:

• Provide an effective interface between the office of the Director and members of the university community and public, private and community organisations.
• Provide support to the Director by dealing with or referring queries, as well as making travel and accommodation arrangements for the Director, the Student Academic Services management team and invitees of the Director.
• Manage the diary of the Director, which includes setting up weekly, fortnightly or monthly meetings with relevant divisions, committees and project teams.
• Perform general administrative duties, including typing and dispatching of faxes, emails, correspondence, reports, directives, circulars, schedules, references and other documentation.
• Assist members of the Student Academic Services management team as and when required by making photocopies, sending and receiving faxes, taking messages and making phone calls.
• Perform all duties related to meeting administration, including coordinating meetings, booking venues for meetings and workshops, arranging for equipment and typing services, and checking final minutes, notices, circulars, correspondence and agendas. Ensure that documents are circulated to the applicable managers/committees/persons, where action is required.
• Prepare and draft material, including reports.
• Scrutinise and record details of all incoming mail, print out relevant messages and prioritise according to urgency. Redirect incorrectly addressed mail to correct recipient(s).
• Investigate complex queries and prepare responses/reports for the Director.
• Maintain a pending system for following up previous correspondence and refer items to the Director for follow-up action.
• Ensure office compliance with safety regulations and arrange for maintenance and repairs when necessary.
• Maintain a register of leave applications for staff reporting to the Director.
• Arrange for an update of the Student Academic Services website, as directed.

Inherent requirements:

• Relevant B-degree or Diploma
• Two (2) to Three (3) years' relevant work experience in the roles and responsibilities as set out above.

Required competencies:

• Good interpersonal and communication skills and the ability to function with ease in the University's richly diverse working environment.
• Intermediate computer skills in MS Word and MS Excel.
• The ability to multitask and work under pressure.
• A client-centred approach.
• Experience in word processing, spreadsheets and databases.
• The ability to work accurately, with attention to detail.
• Organisational skills.
• Ability and willingness to work after hours.

Recommendations:

• Previous relevant experience at a higher education institution.
• Language skills in another South African language.

Assumption of duties:

As soon as possible.

Closing date:

26 March 2019

Salary:

The salary scale is available on request. For any further enquiries, please feel free to contact 051 401 3687/9161/7267/7705.

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.

Applications may only be submitted online. All applications must be accompanied by the following:

Please note: Compile/Convert all the below documents as one document (Pdf or Word), when uploading it on the online applications system.

• 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 3 months) of all academic records;
• certified copies (not older than 3 months) of qualifications (please provide the SAQA accreditation in the case of foreign qualifications);
• a certified copy (not older than 3 months) of your identity document (ID).

The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete or sent by fax or e-mail, 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.