Assistant Officer- University of the Free State x60
Job Details
- Job Title: Assistant Officer (40 Hours per Week)
- Job ID: 6613
- Post Number: 2295
- Post Level: 13
- Positions Available: 60
- Company/Institution: University of the Free State (UFS)
- Organisational Unit: Registrar → Deputy Registrar: Student Academic Services → Student Academic Services
- Location: Bloemfontein Campus, Bloemfontein, Free State
- Employment Type: Contract
- Contract Duration: 6 weeks only
- Occupational Level: Temporary
- Working Hours: 40 hours per week
- Assumption of Duties: 04 January 2027
- Closing Date: 13 October 2026
- Salary: R12,015.50 per month
Job Description
The University of the Free State is seeking 60 Assistant Officers to provide professional and efficient customer service support within Student Academic Services.
The successful candidates will assist students with registration-related enquiries and requests through various communication channels, including email, telephone, face-to-face interactions, and chatbot services. The role involves processing and verifying documentation, capturing data, resolving customer queries, and ensuring that student requests are handled accurately and within the required turnaround times.
Candidates must be organised, reliable, customer-focused, and able to work effectively in a fast-paced environment while adhering to university policies and procedures.
Key Responsibilities
- Provide professional and friendly customer service through email, telephone, face-to-face interactions, and other available channels.
- Respond to student enquiries through the chatbot.
- Use FAQ resources, website information, and relevant data sources to provide consistent and accurate information.
- Escalate complaints and non-standard enquiries to the appropriate team leader.
- Guide students throughout the registration process.
- Provide students with the appropriate forms required to fulfil their requests.
- Assist students with completing relevant documentation.
- Communicate progress updates and feedback to customers.
- Obtain team leader approval before performing designated processing tasks.
- Troubleshoot errors and complaints and advise customers on appropriate solutions.
- Assist with data capturing.
- Ensure adherence to university policies, procedures, guidelines, and decisions.
- Verify the accuracy and completeness of forms and supporting documents submitted for processing.
- Quality-assure documents and responses received from back-office staff within Student Academic Services.
- Ensure information is correct before signing off or providing feedback to the requester.
- Ensure customer queries are fully resolved.
- Provide customers with timely feedback and updates.
- Maintain a customer response turnaround time of no more than one business day.
Requirements
Inherent Requirements
- Grade 12 or National Vocational Certificate at NQF Level 4.
- Minimum of 6 months’ experience in a customer service or contact centre environment.
- Applicants must not be registered students.
- Copies of qualifications/proof of qualifications must be submitted with the application.
Recommended Requirements
- A post-school qualification.
- Minimum of 2 years’ administrative work experience.
Key Skills and Competencies
Customer Service
- Professional and friendly communication.
- Ability to understand and resolve customer queries.
- Ability to provide clear and accurate information.
- Ability to work with students and customers from different backgrounds.
Administration
- Strong attention to detail.
- Accurate data capturing and document verification.
- Good organisational and time-management skills.
- Ability to manage multiple activities simultaneously.
- Ability to follow established processes and procedures.
Computer Skills
- Proficiency in Microsoft Office.
- Ability to work with digital systems, websites, chatbots, and data sources.
Personal Competencies
- Reliable, responsible, and dependable.
- Results-oriented.
- Adaptable to changing environments.
- Highly organised and detail-focused.
- Able to work under pressure.
- High levels of motivation, energy, and enthusiasm.
- Cooperative and team-oriented.
- Good interpersonal and communication skills.
- Able to make decisions through consultation and collaboration.
- Comfortable working under close supervision.
- Strong commitment to accuracy and service excellence.