Office Manager (Post Level 11) – University of the Free State (Job ID: 6550)
- Location: Bloemfontein Campus, Bloemfontein, Free State
- Company: University of the Free State (UFS)
- Job Type: Permanent
- Occupational Level: Semi-Skilled
- Closing Date: 12 August 2026
- Start Date: 01 November 2026
Job Overview
The University of the Free State (UFS) is seeking a highly organised and professional Office Manager to support the Dean of the Faculty of Education. This role is responsible for managing the Dean’s office, coordinating daily administrative activities, maintaining effective communication with internal and external stakeholders, handling financial administration, and ensuring the smooth operation of the office. The successful candidate will play a key role in supporting executive functions while maintaining professionalism and confidentiality.
About the University of the Free State
The University of the Free State (UFS) is one of South Africa’s leading higher education institutions, committed to academic excellence, innovation, diversity, and community engagement. The Faculty of Education is dedicated to developing future education professionals and promoting excellence in teaching, research, and leadership.
Key Responsibilities
Executive Support to the Dean
- Manage the Dean’s diary, appointments, meetings, and daily schedule.
- Handle telephone calls, emails, correspondence, and enquiries professionally.
- Act as the primary point of contact between the Dean’s office and internal and external stakeholders.
- Screen visitors and provide excellent front-office support.
- Prepare meeting documentation and ensure the Dean has all required information.
- Monitor incoming correspondence and prioritise urgent matters.
- Investigate complex enquiries and prepare reports or responses.
- Maintain confidential records and sensitive information.
- Follow up on outstanding correspondence and action items.
Office Administration
- Perform general office administration, including:
- Typing correspondence and reports.
- Managing emails and official documentation.
- Maintaining filing systems.
- Manage leave registers for Faculty staff reporting to the Dean.
- Ensure office safety compliance.
- Coordinate office maintenance and repairs.
- Monitor telephone accounts and report discrepancies.
Financial Administration
- Arrange travel and accommodation for the Dean.
- Obtain quotations and process office purchases.
- Process invoices, payments, subscriptions, and travel claims.
- Liaise with the Finance Department regarding budget allocations and payments.
Minimum Requirements
Applicants must possess:
- A Bachelor’s Degree, Advanced Diploma/B.Tech Degree/Postgraduate Certificate (NQF Level 7), or
- A 3-year National Diploma (NQF Level 6) in:
- Office Management
- Administration
- Or a closely related field.
- At least two (2) years’ relevant administrative experience.
Recommended Qualifications and Experience
Preference will be given to candidates with:
- Three (3) years’ relevant administrative experience.
- Knowledge of the PeopleSoft Finance and Human Resources systems.
- Understanding of:
- University and Faculty procedures.
- Financial administration.
- Human resource policies.
- Budget management processes.
- Staff management and leadership knowledge.
Required Skills and Competencies
The successful candidate should demonstrate:
- Excellent organisational and planning skills.
- Ability to multitask in a fast-paced environment.
- Strong communication and interpersonal skills.
- High level of professionalism and confidentiality.
- Sound administrative and financial management skills.
- Strong attention to detail.
- Good negotiation and stakeholder engagement skills.
- Leadership and teamwork abilities.
- Proficiency in Microsoft Office.
Salary and Benefits
Annual Salary:
R464,881.91 – R585,070.51 per annum
Salary will depend on qualifications, experience, and the available budget.
Benefits include:
- Pension scheme
- Medical aid
- Group life insurance
- Housing allowance
- Annual leave and sick leave
- Service bonus
- Study benefits (subject to conditions)
Application Process
Applications must be submitted online through the official UFS careers portal only.
Applicants should include:
- Detailed Curriculum Vitae (CV)
- Certified copies of qualifications (and SAQA evaluation for foreign qualifications where applicable)
- Copy of South African ID or passport
- Proof of current or previous employment (appointment letter, contract, service certificate, or recent payslip for external applicants)
Incomplete applications will not be considered.
Important Dates
- Closing Date: 12 August 2026
- Expected Commencement: 01 November 2026