Office Manager- University of the Free State x1
Job Details
- Position: Office Manager (Post Level 12)
- Job ID: 6507
- Institution: University of the Free State
- Division: Student Affairs, Sport, Arts and Culture
- Department: Student Life
- Location: Bloemfontein Campus
- Contract Type: Permanent
- Occupational Level: Semi-Skilled
- Closing Date: 25 June 2026
- Starting Date: As soon as possible
- Salary: R403,692.54 – R506,869.63 per annum (including benefits)
Job Description
The Office Manager is responsible for providing comprehensive administrative, operational, financial, and project support to the Director of Student Life and the Student Life Division. The role involves office management, financial administration, event coordination, stakeholder engagement, and supporting strategic projects that enhance student life and campus experiences.
Key Responsibilities
1. General Office Management and Administration
- Manage and organize the Director’s diary and appointments.
- Schedule meetings, functions, venues, and catering arrangements.
- Prepare meeting agendas and take minutes.
- Maintain records of meeting minutes and official documents.
- Handle departmental communications, emails, and correspondence.
- Manage queries and distribute information promptly.
- Coordinate national and international travel and accommodation arrangements.
- Order office and kitchen supplies.
- Manage disposal of departmental assets.
- Oversee cleanliness and maintenance of the Steve Biko Building.
- Supervise cleaners and messengers.
- Liaise with cleaning and maintenance service providers.
- Coordinate postal and courier services.
- Facilitate departmental security measures.
- Work with Occupational Health and Safety regarding building safety.
- Maintain administrative records and filing systems.
- Support building upgrades and improvements.
- Assist in developing departmental policies and procedures.
- Act as the primary contact person for internal and external stakeholders.
2. Financial Administration
- Assist the Director with financial management activities.
- Process employee claims and advance reconciliations.
- Process invoices, purchase orders, and reimbursements.
- Maintain accurate financial records.
- Support audit requirements.
- Process ad hoc claims and F1 forms.
- Create and manage service requests.
- Assist with annual budget allocations.
- Handle procurement requisitions.
- Obtain supplier quotations.
- Train staff on finance approval processes.
- Submit invoices for payment processing.
- Develop and maintain Student Life financial standard operating procedures (SOPs).
3. Strategic Initiatives and Projects
- Provide administrative support for special projects.
- Assist with strategic initiatives led by the Director.
- Help ensure projects are completed on time and within budget.
- Support planning and coordination of:
- Student orientation programmes
- Workshops
- Seminars
- Student engagement activities
- Manage logistics including:
- Venue bookings
- Catering
- Communication with attendees
Minimum Requirements
Applicants must have:
Qualification
- Bachelor’s Degree, Advanced Diploma, BTech Degree, or Postgraduate Certificate (NQF Level 7) in:
- Office Management
- Administration
- Related field
OR
- Three-year National Diploma (NQF Level 6) in:
- Office Management
- Administration
- Related field
Experience
- Minimum of one (1) year relevant experience in office management or administration.
Recommended Requirements
Preference may be given to candidates with:
- Two or more years of experience in:
- Complex project management
- Operational administration
- Student affairs coordination
- Experience within a higher education environment.
- Knowledge of university systems, policies, and procedures.
Required Competencies
Results Orientation
- Dependability and accountability.
- Ability to complete tasks despite obstacles.
- Strong commitment to achieving objectives.
Strategic Thinking
- Ability to multitask effectively.
- Excellent attention to detail.
- Strong organizational skills.
Business Acumen
- Ability to follow policies and procedures.
- Proficiency in Microsoft Office applications.
Leadership
- Ability to take initiative and provide direction.
- Strong teamwork and collaboration skills.
Relationship Building
- Excellent interpersonal and communication skills.
- Ability to work effectively with diverse stakeholders.
- Collaborative decision-making abilities.
Employee Benefits
Subject to applicable conditions, benefits include:
- Pension scheme
- Medical aid
- Group life insurance
- Housing allowance
- Annual leave and sick leave
- Service bonus
- Study benefits