Office Manager (Post Level 12)
Job Details
- Job Title: Office Manager (Post Level 12)
- Job ID: 6400
- Department: UFS Business School (Faculty of Economic and Management Sciences)
- Location: Bloemfontein (Bloemfontein Campus)
- Job Type: Permanent
- Occupational Level: Semi-Skilled
- Closing Date: 31 March 2026
- Salary: R388,426.59 – R487,479.38 per annum
Job Overview
This role provides high-level administrative and operational support to the Director of the UFS Business School. The Office Manager acts as a central coordination point, ensuring smooth office operations, effective communication, and efficient management of administrative, financial, and academic processes.
The position requires strong organisational skills, attention to detail, and the ability to manage multiple responsibilities while engaging with internal and external stakeholders.
Job Description
The Office Manager is responsible for managing the Director’s office, coordinating administrative functions, supporting academic processes, and ensuring effective stakeholder engagement.
The role includes handling correspondence, organising meetings and events, managing office systems, and supporting postgraduate academic administration. It also involves financial coordination, reporting, and maintaining compliance with institutional procedures.
Key Responsibilities
Executive & Administrative Support
- Manage the Director’s diary, meetings, and daily schedule
- Handle emails, calls, and correspondence
- Prepare reports, presentations, and official documents
- Maintain confidentiality of sensitive information
Office Administration
- Draft letters, reports, agendas, and minutes
- Maintain electronic filing systems and databases
- Coordinate events and marketing support (e.g., website updates)
- Ensure office compliance with safety regulations
Financial Administration
- Arrange travel and accommodation bookings
- Obtain quotes and process orders
- Monitor and manage administrative financial tasks
Stakeholder Liaison
- Liaise with internal and external stakeholders, including:
- Business organisations
- Government and community sectors
- Alumni and postgraduate students
- Maintain professional relationships across diverse groups
Meeting Coordination
- Organise and coordinate meetings (venues, catering, documentation)
- Prepare agendas and take minutes
- Track and follow up on action items
Postgraduate Academic Support
- Assist with student registrations and examinations
- Capture and manage data on systems (e.g., RIMS)
- Support research activities and academic events
- Track postgraduate student progress
Requirements
Minimum Requirements:
- Bachelor’s degree / Advanced Diploma / BTech (NQF Level 7)
OR - Three-year National Diploma (NQF Level 6)
- At least 1 year experience in:
- Executive assistance
- Office management (preferably in an academic/business school environment)
Recommended:
- Experience in higher education
- Knowledge of university systems and policies
- Strong computer literacy (MS Office, email, internet)
- Experience with:
- Word processing, spreadsheets, databases
- Travel coordination (local & international)
- 3–4 years’ experience in a Business School or similar environment
Key Competencies
- Strong organisational and multitasking ability
- Attention to detail and accuracy
- Excellent written and verbal communication
- Time management and reliability
- Ability to work under pressure
- Relationship-building and interpersonal skills
- Problem-solving and strategic thinking
- Teamwork and collaboration
Benefits
- Pension scheme
- Medical aid
- Group life insurance
- Housing allowance
- Leave and sick leave
- Service bonus
- Study benefits
Important Notes
- Applications must be submitted via the official UFS website
- Incomplete applications will not be considered
- Only shortlisted candidates will be contacted