Job Description

Job Title
Internship (40 hours per week) (Contract appointment: 2 years) (15 positions) Job ID: 6242
Organizational Unit
University of the Free State -> Registrar -> Deputy Registrar: Student Academic Services -> Student Academic Services
Contract Type
Contract
Occupational Level
Unskilled
Location
Bloemfontein Campus - Bloemfontein, FS ZA (Primary)

Qwaqwa Campus - Qwaqwa, FS ZA

South Campus - Bloemfontein, FS ZA

Closing Date
23/9/2025
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, QWAQWA OR SOUTH CAMPUS

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, Qwaqwa or South Campus. Copies of ALL 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).

Duties and responsibilities:

Assist in data entry, documentation, and processing of student records across the five sub-departments. Provide general support for various student academic services such as enrolment and academic record maintenance. Support the communication operations of the department with students via email, phone, or in person regarding administrative queries. Support the Enrolment Administration sub-department with the admissions process for all faculties. Assist in the operations related to student enrolment for new and returning students. Help in maintaining admission-related records of students. Assist in maintaining accurate student academic records, transcripts, and certificates in the system. Support the preparation of academic progress reports and identify students eligible for qualification awards. Help in the operation of the examination processes and assist during examination periods. Assist in preparing for graduation ceremonies, including verifying graduation information. Assisting in any graduation-related activities as instructed. Assist with scheduling processes for class and examination timetables in PeopleSoft Campus Solutions. Provide support for the coordination of academic venue bookings and curriculum data management. Ensure adherence to policies, procedures, guidelines, and decisions to guarantee compliance. Keep up to date with changes in protocols and processes to ensure compliance. Work closely with relevant divisions to keep up to date with developments. Keep up to date with national and institutional changes in protocols and processes and ensure compliance in line with role specifications. Verify the accuracy and completeness of documents submitted for processing. Quality assurance of documents (transcripts etc) and responses received from the various offices to ensure the correctness thereof before signing off/providing feedback to the requester. Ensure that the query is resolved and that the customer/stakeholder has received feedback or update. Support data validation and reconciliation processes to identify and resolve discrepancies in student records and transcripts (students and academic data). Monitor data entry and record-keeping practices to maintain data integrity and quality across all student administration activities. Coordinate with relevant stakeholders to resolve data quality issues and ensure proper documentation and reporting. Participate in quality assurance workshops, meetings, and training sessions to advocate for quality standards and promote a culture of continuous improvement. Participate in training sessions and development opportunities offered within SAS to enhance knowledge and skills in academic administration. Attend departmental and divisional meetings to gain insight into the strategic functioning of the department.

Inherent requirements:

A National Diploma/Advanced Certificate on NQF Level 6 in one of the relevant fields related to the duties set out above (Administration/Office Administration/Administrative Management/Public Management/Business Management/Business Administration/Communication/Public relations/Computer sciences/Computer Information systems/Data Management/Project Management).

Recommendations:

Basic computer literacy (Microsoft 360 and related Microsoft software).

The following criteria apply to the selection of candidates:

The applicant should not currently be participating in an existing learnership/internship programme. The applicant should not have any previous formal work experience. The applicant must be willing to sign an internship agreement with UFS.
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 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:

As soon as possible

Closing date:

23 September 2025

Salary:

The salary is a fixed amount of R 9,100.50 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.