Job Description

Job Title
Office Manager: Directorate Student Recruitment Services (post level 12) (Job ID: 5534)

Organizational Unit
University of the Free State -> Registrar -> Student Recruitment Services

Contract Type
Permanent

Occupational Level
Semi-Skilled

Location
Bloemfontein Campus - Bloemfontein, FS ZA (Primary)


Closing Date
9/11/2023

Description

• NB! Internal Advert: Only UFS employees are invited to apply for this position.

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:

• Use a range of software, including email, spreadsheets, and databases, to ensure the efficient running of the office.
• Perform general office administration and management, such as ordering supplies, typing, filing, telephone calls, emails, and mail).
• Manage the diary of and make travelling arrangements for the Director: Student Recruitment Services.
• Assist in the processing of financial- and other claims (Director of SRS & SRS Team).
• Schedule and manage office meetings and workshops.
• Attend meetings to record minutes, where necessary
• Responsible for Avis Fleet services, logbooks, licenses, fuel cards, branding, fines, etc.
• Responsible for Avis Fleet pool vehicles maintenance and records.
• Responsible for Credit card statement finalisations.
• Responsible for Budget planning and managing specific entities.
• Ensure the Wekkie Saayman building is always in a functional position and the security features always functional.
• Act as safety representative - safety and evacuation planning.
• Prepare marketing material to be sent via courier.
• Responsible for Cell phone, 3G and telephone contracts / upgrades (Director of SRS & Team).
• Responsible for Equipment orders (Director of SRS & SRS Team).
• Responsible for Asset management.
• Respond to requests from HR (employee assessments, training etc.).
• Respond to requests from Finance (credit card queries, claims, etc.).
• Oversee the recruitment of new staff and departmental orientation of new staff.
• Set up meetings and take minutes for the Sponsorship Committee, SRS International Committee, Application Task Team, SRS Management Team, SRS Strategy Group, etc.
• Make travel arrangements for Regional Marketers.
• Assist first-year students with queries.
• Assist parents and prospective students with queries.
• Assist School Principals and LO Teachers with queries.
• Refer queries to the relevant marketing employees if required.
• Receive visitors and determine whom they should see about their query.
• Assist with career exhibition requests.
• Assist with sponsorship requests.
• Communicate with clients, sponsors, etc.
• Respond to customer enquiries and complaints.
• Manage SRS entities under the authority of the Director.
• Process F1 claim forms.
• Process Directorate requisitions.
• Assist the responsible SRS team member with Star of Stars and Matriculant of the Year Competitions with preparations.
• Responsible for processing the Student Bursary Awards for (Matriculant of the Year, Star of Stars and Ad Hoc)
• Responsible for accommodation, travel, flight, and financial arrangements for all required marketers when busy with a project such as on-site applications, Open Day, Half-year reviews, etc.
• Assist with all travel arrangements for all international recruitment projects.
• Responsible for Special events such as Connect2Kovises, Parents Evenings, Grade 9 intervention, On-Site Applications, etc.
• Process requisitions and handle financial expenses for projects such as UFS Open Day / Star of Stars, etc.
• Provide project support to the SRS Team for all projects and initiatives.
• Work overtime as and when required.

Inherent requirements:

• A Bachelor's degree on NQF level 7 in Office Administration or Communication.
• A minimum of two (2) years of relevant working experience relating to the duties and responsibilities.
• A valid driverxe2x80x99s licence.

Recommendations:

• Understanding of the school/university system.
• Understanding of PeopleSoft Solution

Competencies

Required competencies:

• Results-oriented.
• 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.

xe2x80xa2 Strategic thinking.

• The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.
• The ability to plan work and to follow plans.

xe2x80xa2 Business Acumen:

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

xe2x80xa2 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.

xe2x80xa2 Building coalitions

• The ability to negotiate, sell, influence and to persuade others.
• The ability to interact with others and establish personal connections with people.

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).
• A copy of your identity document (ID or passport in the case of foreign nationals).
• Proof of registration with a Professional Body (if applicable).
• A copy of your driverxe2x80x99s license (if applicable).
• Confirmation of employment from current employer / last employer if unemployed (only applicable to external applicants).

Assumption of duties:
As soon as possible. Closing date:
9 November 2023.
Salary:
The annual remuneration package, including benefits, is R 354,408.50xe2x80x93 R 444,721.26 per annum. 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 me at 051 401 9814 or email MakolaCM@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 2979/ 9810/ 9813/ 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.