Office Assistant- University of the Free State x1
- Job ID: 6485
- Department: Health Centre, Student Affairs, Sport, Arts and Culture
- Institution: University of the Free State
- Location: Bloemfontein Campus, Bloemfontein
Purpose of the Position
The Office Assistant provides administrative, operational, and logistical support to the Health Centre. The role ensures the efficient running of office functions, supports departmental activities and events, assists with data management, and contributes to student wellness initiatives.
Key Responsibilities
Office Administration and Support
- Maintain a clean, organized, and welcoming reception area.
- Manage the line manager’s diary, appointments, and scheduling.
- Serve as the first point of contact for staff enquiries.
- Prepare, type, file, and distribute departmental documents and correspondence.
- Order office supplies and provisions as required.
- Coordinate meetings by preparing agendas, arranging venues, taking minutes, and distributing records.
- Assist the Office Manager with administrative and ad hoc duties.
- Maintain updated staff emergency contact and next-of-kin records.
Asset and Facilities Management
- Conduct regular inspections of departmental assets and equipment.
- Keep accurate records of asset allocation and custodianship.
- Report maintenance and repair needs to management.
- Coordinate servicing and repairs of office equipment.
- Manage access to building master and spare keys.
Operations and Data Management
- Compile medical order lists for medication procurement.
- Record and monitor student survey information and clinic statistics.
- Track daily patient visits to the Primary Health Care Clinic.
- Receive and process patient checklists from nursing staff.
- Ensure documentation is submitted to the Data Capturer.
- Monitor and replenish sanitary pad supplies within the clinic.
Marketing and Communication
- Design promotional materials such as flyers and notices.
- Assist in planning and coordinating departmental marketing events.
- Obtain quotations from suppliers for events and departmental purchases.
- Prepare presentations for orientation programmes and open days.
Student Wellness and Advocacy Support
- Support awareness and wellness campaigns.
- Assist with peer educator training programmes.
- Coordinate logistical arrangements for student events.
- Provide administrative support during events and outreach activities.
Required Knowledge and Skills
- Office administration and record-keeping.
- Meeting coordination and minute-taking.
- Data capturing and reporting.
- Event planning and logistical support.
- Microsoft Office proficiency (Word, Excel, PowerPoint, Outlook).
- Basic marketing and presentation preparation skills.
- Professional communication and customer service skills.
Personal Competencies
- Strong attention to detail and organizational skills.
- Ability to plan, prioritize, and meet deadlines.
- Reliability and accountability.
- Ability to work independently and as part of a team.
- Positive interpersonal and relationship-building skills.
- Professionalism when interacting with staff, students, and stakeholders.
- Ability to follow policies, procedures, and regulations accurately.
Minimum Requirements
- Grade 12 or National Vocational Certificate (NQF Level 4).
- At least one year of relevant office administration and support experience.