Office Manager (Post Level 9)
Job Details
- Job Title: Office Manager (Post Level 9) – Executive Director: Advancement
- Job ID: 6347
- Organizational Unit: University of the Free State
Vice-Chancellor and Principal
Advancement - Contract Type: Permanent
- Occupational Level: Junior Management
- Location: Bloemfontein Campus, Bloemfontein, Free State, South Africa
- Closing Date: 1 February 2026
- Assumption of Duties: As soon as possible
Job Overview / Description
The University of the Free State (UFS) is seeking a highly organised and proactive Office Manager to provide comprehensive administrative and operational support to the Executive Director: Advancement. The successful candidate will ensure the efficient running of the office through diary management, correspondence handling, stakeholder engagement, meeting administration, financial administration, and general office operations.
The Office Manager will also play a key role in supporting strategic initiatives within the Advancement portfolio and ensuring effective coordination and communication across departments and external stakeholders. This role requires professionalism, strong administrative skills, confidentiality, and the ability to manage multiple priorities
Key Responsibilities
General Office Operations (Secretarial & Reception Services)
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Provide administrative and secretarial support to the Executive Director
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Manage the Executive Director’s diary and ensure all commitments are honoured
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Handle incoming calls, emails, and correspondence
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Receive and welcome visitors
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Arrange meetings, venues, refreshments, and required documentation
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Maintain digital and physical records
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Arrange travel and accommodation for official business trips
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Ensure office is fully provisioned and manage maintenance issues
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Order office supplies and manage office inventory
General Administration & Meeting Administration
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Ensure compliance with university policies and procedures
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Compile agendas, take minutes, distribute documents, and maintain records
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Assist with drafting and submitting monthly, quarterly, and annual reports
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Support coordination of projects, events, and campaigns when required
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Ensure confidentiality of all documentation
Stakeholder Engagement
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Build and maintain professional relationships with internal and external stakeholders
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Act as liaison between the Executive Director’s office and other departments
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Coordinate invitations and manage responses
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Maintain strict confidentiality
Financial Administration
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Process requisitions and payments of invoices
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Arrange travel and reconcile travel advances
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Conduct petty cash reconciliation
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Process claim forms and control office expenditure
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Ensure office supplies are ordered and managed effectively
Job Requirements
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Bachelor’s degree or Advanced Diploma/BTech/Postgraduate Certificate (NQF Level 7) in:
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Office Management / Administration
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Business / Public Management / Administration
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Human Resources / Marketing / Communications
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Or a related field
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Minimum of 2 years relevant work experience
Recommendations (Advantageous)
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Experience within the higher education environment
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Knowledge of university systems, policies, and procedures
Key Competencies Required
Results-Oriented
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Reliable, responsible, and able to meet obligations
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Ability to perform under high pressure and manage stress
Strategic Thinking
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Strong organisational skills and attention to detail
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Creative and open-minded in addressing challenges
Business Acumen
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Ability to adhere to policies and procedures
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Proficiency in MS Office
Leading
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Strong energy, motivation, and team collaboration skills
Building Coalitions
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Strong interpersonal and communication skills
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Ability to build professional relationships across all levels
Salary and Benefits
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Salary: Available on request
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Fringe Benefits: Pension scheme, medical aid, group life insurance, housing allowance, leave and sick leave, service bonus, and study benefits (subject to conditions)
Required Documents
To ensure a complete application, candidates must submit:
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Detailed Curriculum Vitae
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Copies of qualifications (SAQA accreditation for foreign qualifications)
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Copy of ID document (South African ID or passport for foreign nationals)
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Confirmation of employment (for external applicants only)
Incomplete applications will not be considered.
Enquiries
For enquiries contact:
051 401 9813
PhokaR@ufs.ac.za
For assistance:
051 401 2979 / 2876