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)
Provide administrative and secretarial support to the Executive Director
Manage the Executive Director’s diary and ensure all commitments are honoured
Handle incoming calls, emails, and correspondence
Receive and welcome visitors
Arrange meetings, venues, refreshments, and required documentation
Maintain digital and physical records
Arrange travel and accommodation for official business trips
Ensure office is fully provisioned and manage maintenance issues
Order office supplies and manage office inventory
General Administration & Meeting Administration
Ensure compliance with university policies and procedures
Compile agendas, take minutes, distribute documents, and maintain records
Assist with drafting and submitting monthly, quarterly, and annual reports
Support coordination of projects, events, and campaigns when required
Ensure confidentiality of all documentation
Stakeholder Engagement
Build and maintain professional relationships with internal and external stakeholders
Act as liaison between the Executive Director’s office and other departments
Coordinate invitations and manage responses
Maintain strict confidentiality
Financial Administration
Process requisitions and payments of invoices
Arrange travel and reconcile travel advances
Conduct petty cash reconciliation
Process claim forms and control office expenditure
Ensure office supplies are ordered and managed effectively
Job Requirements
Bachelor’s degree or Advanced Diploma/BTech/Postgraduate Certificate (NQF Level 7) in:
Office Management / Administration
Business / Public Management / Administration
Human Resources / Marketing / Communications
Or a related field
Minimum of 2 years relevant work experience
Recommendations (Advantageous)
Experience within the higher education environment
Knowledge of university systems, policies, and procedures
Key Competencies Required
Results-Oriented
Reliable, responsible, and able to meet obligations
Ability to perform under high pressure and manage stress
Strategic Thinking
Strong organisational skills and attention to detail
Creative and open-minded in addressing challenges
Business Acumen
Ability to adhere to policies and procedures
Proficiency in MS Office
Leading
Strong energy, motivation, and team collaboration skills
Building Coalitions
Strong interpersonal and communication skills
Ability to build professional relationships across all levels
Salary and Benefits
Salary: Available on request
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:
Detailed Curriculum Vitae
Copies of qualifications (SAQA accreditation for foreign qualifications)
Copy of ID document (South African ID or passport for foreign nationals)
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