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:

• Receive parcels to GPS hub and sort incoming mail.
• Circulate central communication to GPS hub staff.
• Keep the GPS hub staff list up to date.
• Type and update the GPS hub staff administration (telephone list, birthday list).
• File and keep records of GPS hub visitor's log and office key management.
• Coordinate and ensure that reception always runs smoothly (incl. lunch times/leave).
• Coordinate the venue booking of shared spaces in the GPS hub and relevant Modlec meeting venues.
• Collaborate with CTL/Student Affairs administrative support as and when required.
• Coordinate signing in/out of GPS hub central keys.
• Issue keys when requested for staff.
• Welcome all visitors to the GPS hub.
• Direct visitors to the appropriate offices or venues.
• Sign in/out all visitors to the GPS hub.
• Provide first-line support to general GPS hub enquiries from visitors.
• Talk to students and staff members to gain and give information.
• Answer general telephone/email communication.

Inherent Job Requirements:

• A relevant bachelor's degree on NQF Level 7.

Recommendations:

• Good organisational skills and the ability to manage events/processes effectively and independently.
• Proven administration and computer skills, including but not limited to MS Word, Excel, and PowerPoint.
• Ability to work effectively with others and have good interpersonal skills.
• Ability to work well under pressure.
• Excellent communication skills (written and verbal).

Competencies

Key Competencies Required:

• Results oriented:

- The ability to be reliable, responsible, dependable and to fulfil obligations.
- The ability to maintain composure and self-control.

• 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.

• 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 self-assured and at ease with people in all types of social situations.
- 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).
• Copies of all academic records (applicable where inherently required).
• A copy of your identity document (ID or passport in the case of foreign nationals).
• Proof of registration with a Professional Body (if applicable).

Assumption of duties:
01 December 2023.

Closing date:
13 October 2023.

Salary:
A stipend of R8 293.75 will be paid per month.

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 9814 / 9810 / 2979/ 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: https://ufsacza.sharepoint.com/:b:/r/sites/supportservices/hr/Employment Equity/EEA13_EE Plan UFS 1 March 2022 (003).pdf?csf=1&web=1&e=TjtoXH

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