Office Manager- University of the Free State x1
Job Details
Company: University of the Free State (UFS)
Job Title: Office Manager (Post Level 10/11)
Job ID: 6677
Posting Number: 2350
Department: Faculty of Natural and Agricultural Sciences – Office of the Dean
Location: Bloemfontein Campus, Free State
Employment Type: Permanent
Occupational Level: Semi-Skilled
Salary: R464,881.91 – R585,070.51 per annum (including benefits)
Assumption of Duty: 1 January 2027
Closing Date: 9 November 2026
Advert Type: Internal Advertisement
Important: Only applicants currently employed by the University of the Free State on a permanent or fixed-term contract will be considered.
Job Description
The University of the Free State invites applications from suitably qualified internal candidates for the position of Office Manager in the Office of the Dean, Faculty of Natural and Agricultural Sciences.
The successful candidate will be responsible for managing and coordinating the administrative operations of the Dean’s office, ensuring the smooth and efficient functioning of daily activities.
The role involves diary and meeting management, travel arrangements, correspondence, records management, client support and financial administration. The successful candidate will work closely with the Dean, university management, Heads of Schools, Heads of Departments, internal staff and external stakeholders.
Key Duties and Responsibilities
A. General Office Administration
Manage the Dean’s diary and coordinate appointments and meetings.
Conduct weekly planning sessions with the Dean and prioritise tasks according to importance.
Coordinate the Dean’s diary with the official UFS calendar.
Arrange meetings, venues and refreshments when required.
Coordinate travel and accommodation arrangements for the Dean.
Implement administrative procedures to ensure the effective running of the office.
Order stationery, office supplies, provisions and equipment.
Report office maintenance and repair requirements.
Conduct internet searches and research when necessary.
Complete leave and special leave forms for the Dean.
Perform general administrative duties, including typing, filing, photocopying and ordering flowers.
Prepare and complete requisitions.
B. Client Support and Communication
Receive and make telephone calls.
Receive, process and distribute incoming and outgoing mail, faxes and emails.
Communicate with university top management, Heads of Schools, Heads of Departments, internal employees and external stakeholders.
Respond to correspondence, enquiries and requests received by the Dean’s office.
Maintain professional relationships with internal and external clients.
C. Documentation and Records Management
Maintain accurate records of all incoming and outgoing correspondence.
Manage and keep records of leave forms signed by the Dean.
Maintain records of purchase orders received.
Ensure proper filing, documentation and recordkeeping.
D. Financial Administration
Process journal transfers.
Handle and process claims forms.
Assist with financial administrative processes within the Dean’s office.
Minimum Requirements
Applicants must meet the following requirements:
– A Bachelor’s degree or Advanced Diploma/BTech degree/Postgraduate Certificate at NQF Level 7 in Office Management, Office Administration or a related field.
OR
A three-year National Diploma at NQF Level 6 in Office Management, Office Administration or a related field.
At least two years of relevant working experience in the Higher Education Sector.
Important: This is an internal UFS vacancy. Only current permanent or fixed-term UFS employees are eligible to apply.
Recommended Requirements
The following will be an added advantage:
Knowledge of Finance systems.
Knowledge of Human Resources systems.
Understanding of Finance policies and procedures.
Understanding of Human Resources policies and procedures.
Required Skills and Competencies
Results Orientation
Ability to adapt to frequently changing work environments and evolving situations.
Reliability, accountability and the ability to fulfil work responsibilities.
Strategic Thinking
Ability to manage multiple tasks and activities simultaneously.
Strong analytical and logical thinking skills.
Ability to assess information and find solutions to workplace challenges.
Business Acumen
Ability to follow university policies, procedures and workplace regulations.
Proficiency in MS Office.
Leading
Ability to maintain high levels of motivation, energy and enthusiasm.
Ability to cooperate with colleagues and encourage teamwork.
Building Coalitions
Strong interpersonal and communication skills.
Ability to establish and maintain professional relationships.
Ability to make decisions through consultation and collaboration.
Ability to work effectively under close supervision.
Salary and Benefits
The annual remuneration package, including benefits, is:
R464,881.91 – R585,070.51
Per annum, depending on the available budget, relevant work experience and qualifications.
Additional fringe benefits, subject to specific conditions, include:
Pension scheme.
Medical aid scheme.
Group life insurance.
Housing allowance.
Annual leave and sick leave.
Service bonus.
Study benefits.