Job Description

Job Title
Off-Campus Accommodation Administrator (post level 13) (2 positions) (contract appointment: 3 years) (Job ID: 6279)
Organizational Unit
University of the Free State -> Student Affairs -> Housing and Residence Affairs
Contract Type
Contract
Occupational Level
Semi-Skilled
Location
Qwaqwa Campus - Qwaqwa, FS ZA (Primary)

Closing Date
5/11/2025
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.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. 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:

Administration: Evaluation and Applications

Ensure all documentation is filed according to the list of required documents for accreditation. Verify the correctness of the submitted documentation. Ensure all incomplete applications are highlighted/outlined for every student address or application. Contact all Service Providers with incomplete applications and notify them of the outstanding documents. Update the list of all applicants and create a database for those with provisional and full accreditation status. Compile an inspection schedule of applications for the accreditation of Off- Campus student addresses. Fill all the inspection schedules. Assist with the verification of Off-Campus accommodation. File and record keeping of all correspondence with service providers/students/ SAPS/ Maluti-A- Phofung Local Municipality and all other parties. Request the availability and update of accommodation from Off-Campus accredited Service Providers and update regularly. Follow up on updated reports from the police/neighbourhood watch for the specific area. Follow up regarding the withdrawal of accreditation by applicants and provide them with the correct information on the reapplication for accreditation.

Communication

Respond and send emails to all accredited addresses managed by Off-Campus Accommodation Service Providers. Answer the phone, deal with enquiries relating to accredited Off- Campus Accommodation addresses and take messages. Lialise with potential Off-Campus Accommodation Service Providers, students and visitors as well as answering queries. Inform the Off-Campus Accommodation Service Providers on the policies, procedures, protocols and directives of the UFS applicable to them. Deliver (via email) correspondence and documentation to potential Off- Campus Accommodation Service Providers for accreditation. Confirm the submission of the application for accreditation by the Service Provider. Send communication to Service Providers regarding the outcome of the inspection. Set up meetings with the Service Providers of accredited addresses and the Maluti-A- Phofung local municipality.

Inspections

Confirm availability of Service Providers for pre- and post-inspections Conduct inspections for applications who comply with a minimum of 90% of the required documents for accreditation as approved by the officer for Off- Campus accommodation. Ensure that all inspections are conducted as per the inspection list checklist provided by the officer for off campus accommodation. Compile a report for each inspection conducted and its findings. Compile weekly summary report on the outcome of the inspections conducted

Inherent requirements:

Grade 12 or national vocational certificate on NQF Level 4

(attach a copy).

A minimum of one (1) year's relevant working experience related to the duties and responsibilities. A valid driver's license

(attach a copy).

Recommendations:

A relevant bachelor's degree on NQF Level 7 or a relevant three-year national diploma on NQF Level 6. A Postgraduate qualification. Experience in building inspections. Experience in construction projects. Experience interpreting building plans. Basic knowledge of relevant building legislation. Basic knowledge of rezoning/ consent use protocols.

Competencies

Required competencies:

Results Orientated:

The ability to set high standards, establish tough goals, and to work to achieve success. The ability to cope with a frequently changing environment and to adapt to evolving situations.

o Strategic Thinking:

The ability to plan work and to follow plans. The ability to be creative and open-minded when addressing work issues.

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 interact with others and establish personal connections with people. The ability to make decisions through consultation, collaboration and working with close supervision.

Assumption of duties:

01 January 2026 or as soon as possible.

Closing date:

5 November 2025

Salary:

The annual remuneration package, including benefits is

R 231,699.90- R 388,426.59 per annum

, depending on the budget available for the position, relevant work experience and qualifications.

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.

Enquiries:

For enquiries, please feel free to contact 051 401 2876 or email SeitlhekoLP@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 9814 /9813 / 2979 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.