The University of the Free State (UFS) is offering an exciting Office Administration Internship at its Qwaqwa Campus in the Department of English. This six-month contract position (Job ID: 6019) is a fantastic opportunity for recent graduates who are eager to gain practical experience in office administration within a prestigious academic institution.
If you are passionate about administrative work, organization, and efficiency, this Office Administration Internship will provide you with valuable career growth and hands-on training in the university environment.
About the Office Administration Internship
- Job Title: Intern (Office Administration/Office Management)
- Contract Duration: 6 months
- Location: Qwaqwa Campus, Free State
- Salary: R9 100.50 per month
- Closing Date: 2 February 2025
- Start Date: 1 March 2025 or as soon as possible
- Occupational Level: Unskilled
- Application Method: Applications must be submitted online via the UFS vacancy website. No other application methods will be accepted.
Key Responsibilities of the Office Administration Internship
During this Office Administration Internship, you will be responsible for various administrative tasks that ensure the smooth operation of the Department of English at the Qwaqwa Campus.
1. Diary and Meeting Management
- Organize and manage the Subject Head’s diary.
- Schedule and coordinate meetings with relevant departments, committees, and external stakeholders.
2. General Administrative Duties
- Handle typing and dispatching of faxes, emails, reports, and correspondence.
- Provide administrative support to department staff.
- Answer phone calls, take messages, and respond to inquiries.
3. Financial and Procurement Assistance
- Obtain and compare quotes for office supplies.
- Process purchase orders and keep financial records.
- Verify available budget funds before making purchases.
4. Event and Venue Coordination
- Book venues for department events and meetings.
5. Financial Processing and Liaison
- Process invoices and payments related to purchases, subscriptions, travel, and department expenses.
- Liaise with the finance department for budget transfers and allocations.
6. Academic Support
- Upload student marks into the university system.
- Handle student mark inquiries and assist with academic record management.
Eligibility Criteria for the Office Administration Internship
1. Minimum Requirements
To qualify for the Office Administration Internship, you must:
- Hold a Bachelor’s degree (NQF Level 7) in Office Administration or Office Management.
- Be a South African citizen or have legal work authorization in South Africa.
- Be willing to commit to the 6-month internship program.
2. Preferred Qualifications & Experience
Applicants with the following experience will have an advantage:
- Previous experience as a tutor, marker, or student assistant.
- Familiarity with Blackboard and Oracle PeopleSoft (university systems).
- Strong organizational and time management skills.
3. Internship Conditions
- You must not be currently participating in another internship or learnership program.
- You must not have any prior formal work experience.
- You must be willing to sign an internship agreement with UFS.
Skills & Competencies Needed for the Office Administration Internship
To succeed in this Office Administration Internship, candidates should have the following key competencies:
1. Results-Oriented
- Dependable and responsible in fulfilling obligations.
- Able to handle high-stress situations with calmness and efficiency.
2. Strategic Thinking
- Ability to manage multiple tasks simultaneously.
- Attention to detail and an organized approach to work.
3. Business Acumen
- Ability to adhere to company rules and regulations.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, etc.).
4. Leadership & Teamwork
- Highly motivated and enthusiastic about learning.
- Cooperative and able to work well in a team-oriented environment.
5. Communication & Relationship-Building
- Strong interpersonal skills and a professional approach to interactions.
- Ability to establish personal and professional connections with colleagues.
Required Documents for the Office Administration Internship
To apply successfully, you must submit the following:
- A detailed CV and Cover Letter.
- Certified copies of your Qualifications and Academic Records (Foreign qualifications must be SAQA accredited).
- A certified copy of your Identity Document (ID or Passport for foreign nationals).
Incomplete applications will NOT be considered!
How to Apply for the Office Administration Internship
All applications must be submitted online via the official UFS vacancy website. Applications submitted via any other method will not be accepted.
Closing Date: 2 February 2025
Start Date: 1 March 2025 or as soon as possible
For further enquiries, contact:
- 051 401 9810 | MofoloNG@ufs.ac.za
- 051 401 9814 / 9813 / 7659 / 2979 / 9848
Employment Equity & Data Protection
- UFS is a designated employer committed to employment equity and will prioritize underrepresented groups, including people with disabilities.
- The university ensures data protection compliance in line with POPIA (Protection of Personal Information Act).
Note: UFS reserves the right not to fill the position if no suitable candidates are found.
Why Apply for the Office Administration Internship?
- Gain real-world experience in office administration within a university environment.
- Learn valuable skills in finance, event coordination, student support, and university systems.
- Build professional connections within the academic sector.
- Enhance your CV with practical work experience.
- Receive a competitive stipend of R9 100.50 per month.
Learn More: How a Project Management Course Can Boost Your Career Opportunities
If you meet the eligibility criteria and are looking to gain valuable experience in office administration, apply for the Office Administration Internship (Job ID: 6019) at UFS Qwaqwa Campus today!
Apply before 2 February 2025!