Job Description

Job Title
Assistant Officer: Registration (40 hours per week)(Contract appointment: 6 weeks)(80 positions) Job ID: 6236
Organizational Unit
University of the Free State -> Registrar -> Deputy Registrar: Student Academic Services -> Student Academic Services
Contract Type
Contract
Occupational Level
Temporary
Location
Bloemfontein Campus - Bloemfontein, FS ZA (Primary)

Qwaqwa Campus - Qwaqwa, FS ZA

South Campus - Bloemfontein, FS ZA

Closing Date
15/9/2025
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.

NB: APPLICANTS ARE KINDLY ASKED TO SPECIFY IN THEIR APPLICATION LETTERS WHETHER THEY ARE APPLYING FOR A POSITION LOCATED IN BLOEMFONTEIN OR QWAQWA

The system allows a maximum of eight attachments. To avoid upload issues, we recommend merging some or all documents into fewer files before submitting.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED!

To ensure your application is complete, you must submit ALL documents listed under the inherent requirements, as well as the following standard documentation:

A detailed Curriculum Vitae. A cover letter specifying whether you are applying for a position located at Bloemfontein or Qwaqwa. Copies of your qualifications, or official proof of qualifications obtained (If you hold foreign qualifications, please include SAQA accreditation). A copy of your identity document (South African ID or passport for foreign nationals). Confirmation of employment in the form of a letter, appointment contract, service certificate, or recent payslip from your current or most recent employer (applicable to external applicants only).

Duties and responsibilities:

Provide professional, friendly customer service via email, face-to-face, telephone and ensure that queries are dealt with. Deal with enquiries via Chatbot. Make use of the library of FAQs, website information and data sources in order to ensure consistent and accurate response. Escalate complaints or non-standard queries to the appropriate team leader. Provide registration guidance to students during the registration process. Provide students with the required forms to be completed to fulfil their requests. Assist with the completion relevant documents. Collect relevant documentation from students/ applicants (depending on the request) for processing. Communicate progress and feedback on requests to customers. Obtain the required approval from team leader before certain processing tasks. Collect relevant documents from various sources (system, back-office, other divisions) and gather essential information, including required forms and supporting documents, to fulfil customer requests received, all while preparing for troubleshooting. Troubleshoot errors/complaints received from customers to advise on appropriate action to resolve their queries. Assist with data capturing. Enforce adherence to policies, procedures, guidelines, and decisions to guarantee compliance Verify the accuracy and completeness of forms and documents submitted for processing. Quality assure documents and responses received from the back-office staff within SAS to ensure the correctness thereof before signing off/providing feedback to the requester. Ensure that the query is resolved, and that the customer has received feedback or update. Ensure at least one day turnaround time in response to the customer.

Inherent requirements:

Grade 12 on NQF Level 4 (attach a copy). A minimum of six (6) months of experience in a customer service or contact centre environment. Must not be a registered student.

Recommendations:

A post-school qualification. Higher Education experience. Minimum of two (2) years of administrative work experience.
Competencies

Required competencies:

Results Orientated:

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.

o 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.

o Business Acumen:

The ability to adhere to rules and strictly follow work regulations. Proficient in using MS Office.

o Leading:

The ability to maintain high levels of personal motivation, energy and enthusiasm. The ability to lead, take charge of situations, and offer opinions and directions to others. The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

o Building Coalitions:

The ability to be self-assured and at ease with people in all types of social situations. The ability to make decisions through consultation, collaboration and working with close supervision.

Assumption of duties:

02 January 2026

Closing date:

15 September 2025

Salary:

The salary is a fixed amount of

R 11 513.50 per month.

Enquiries:

For enquiries, please feel free to contact

051 401 2979

or email

JardineS@ufs.ac.za

or

Recruit@ufs.ac.za

Additionally, kindly contact 051 401 9813 / 9329_/ 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 Plan is available at:

EEA13-UFS EE Plan 1 March 2025_28 Feb 2026.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.