Office Manager- University of the Free State x1
Position Information
- Job Title: Office Manager (Post Level 11) (Job ID: 6517)
- Institution: University of the Free State (UFS)
- Division: Vice-Chancellor and Principal
- Department: Advancement – Communication and Marketing
- Employment Type: Permanent
- Occupational Level: Semi-Skilled
- Location: Bloemfontein Campus, Bloemfontein, Free State
- Closing Date: 15 July 2026
- Starting Date: As soon as possible
- Salary: R464,881.91 – R585,070.51 per annum (including benefits), depending on qualifications, experience, and available budget.
Job Purpose
The Office Manager will provide comprehensive administrative, secretarial, and operational support to the Senior Director: Communication and Marketing. The role is responsible for ensuring the efficient day-to-day management of the office, coordinating meetings and projects, managing stakeholder communication, and maintaining effective office operations.
Key Responsibilities
Office Administration
- Provide administrative and secretarial support to the Senior Director.
- Manage the Senior Director’s diary, appointments, meetings, and travel arrangements.
- Handle incoming and outgoing correspondence, emails, and telephone calls.
- Welcome and assist visitors.
- Maintain office supplies, stationery, and equipment.
- Coordinate office maintenance and ensure a well-organised work environment.
- Maintain filing systems, asset registers, and departmental records.
- Update and manage the reception area and office facilities.
- Distribute university publications and official correspondence.
Meeting and General Administration
- Organise departmental meetings, management meetings, and committee meetings.
- Prepare agendas, record minutes, and distribute meeting documentation.
- Administer procurement processes and maintain stock registers.
- Coordinate workshops, conferences, team-building activities, and departmental events.
- Manage leave schedules on SharePoint.
- Coordinate recruitment processes, including interviews and shortlisting meetings.
- Compile reports for committees and management forums.
- Support departmental communication campaigns and projects.
- Manage office keys and coordinate duplicate key requests.
- Prepare requisitions and obtain quotations from suppliers.
Stakeholder Engagement
- Build and maintain positive relationships with internal and external stakeholders.
- Serve as a liaison between the department and other university divisions.
- Provide administrative support for departmental projects and monitor project timelines.
- Represent the Senior Director when required.
Professional Development
- Stay informed about industry trends and best practices.
- Attend training, conferences, webinars, and workshops.
- Continuously develop professional knowledge and administrative skills.
Minimum Requirements
Applicants must have:
- A Bachelor’s Degree, Advanced Diploma, B.Tech Degree, or Postgraduate Certificate (NQF Level 7) in:
- Office Management/Administration
- Business Administration
- Public Management
- Or a related field
OR
- A 3-year National Diploma (NQF Level 6) in one of the above fields.
Additionally, applicants must have:
- At least two (2) years of relevant work experience performing similar administrative and office management duties.
Recommendations
Preference will be given to candidates with:
- Three (3) years of relevant experience.
- Strong organisational, planning, and multitasking skills.
- Excellent communication and interpersonal skills.
- High attention to detail.
- Strong problem-solving abilities.
- Ability to maintain confidentiality.
- Extensive diary management experience.
- Strong office administration skills.
- Ability to work independently.
- Knowledge of university systems, policies, and procedures.
- Experience within a higher education environment.
- Understanding of relevant legislation and information confidentiality.
Required Competencies
Results Orientation
- Ability to achieve goals and maintain high work standards.
- Adaptability in a fast-changing environment.
Strategic Thinking
- Strong multitasking and organisational skills.
- Excellent attention to detail.
Business Acumen
- Ability to follow policies and procedures.
- Proficiency in Microsoft Office.
Leadership
- Self-motivated and proactive.
- Ability to take initiative and provide direction when required.
Building Relationships
- Strong negotiation and influencing skills.
- Excellent interpersonal and communication abilities.
- Confidence when interacting with a wide range of stakeholders.
Required Application Documents
Applicants must submit:
- Detailed Curriculum Vitae (CV).
- Copies of qualifications or official proof of qualifications.
- SAQA evaluation (for foreign qualifications).
- Certified copy of South African ID or passport.
- Confirmation of employment (external applicants only), such as:
- Appointment letter
- Employment contract
- Service certificate
- Recent payslip
Employee Benefits
The successful candidate may receive the following benefits (subject to conditions):
- Pension scheme
- Medical aid
- Group life insurance
- Housing allowance
- Annual leave and sick leave
- Service bonus
- Study benefits
Important Notes
- Applications must be submitted through the official UFS online recruitment portal.
- Incomplete applications will not be considered.
- Only shortlisted candidates will be contacted.
- If you do not receive feedback within six weeks after the closing date, please consider your application unsuccessful.
- The University reserves the right not to make an appointment.