Senior Assistant Officer: Meeting Administration (UFS) x1
Job Details
- Job Title: Senior Assistant Officer: Meeting Administration (Post Level 12)
- Job ID: 6565
- Organisation: University of the Free State (UFS)
- Faculty: Faculty of Health Sciences
- Office: Office of the Dean: Faculty of Health Sciences
- Job Type: Permanent
- Occupational Level: Semi-Skilled
- Location: Bloemfontein Campus, Bloemfontein, Free State
- Assumption of Duties: 1 September 2026
- Closing Date: 23 August 2026
- Salary: R403,692.54 – R506,869.63 per annum, including benefits
- Application Type: Internal advert – only applicants currently employed by the University of the Free State will be considered.
Job Description
The University of the Free State is seeking a Senior Assistant Officer: Meeting Administration to provide secretarial, committee and administrative support within the Faculty of Health Sciences and its schools.
The successful candidate will coordinate committee meetings, prepare agendas and meeting documentation, manage meeting logistics, record and compile minutes, distribute approved minutes and maintain electronic records. The role will also involve assisting with committee elections, responding to enquiries, managing correspondence and providing general office and administrative support.
Responsibilities
Committee and Meeting Administration
- Provide secretarial support to various faculty and school committees as required.
- Compile meeting agendas in collaboration with the chairperson.
- Distribute agendas electronically and arrange suitable venues.
- Provide electronic copies of agenda materials to the chairperson.
- Set up digital software and technology required for meetings.
- Take accurate minutes during meetings, including recording decisions and correspondence requiring attention.
- Prepare formal minutes using the meeting’s sound recording and accurately summarise discussions.
- Submit completed minutes to the chairperson for approval within the required timeframe.
- Distribute approved minutes electronically to committee members.
- Handle correspondence relating to committee decisions that must be communicated within the faculty.
Records and Scheduling
- Create and maintain an electronic index of committee minutes on the faculty database.
- Compile an annual calendar of meetings to be held within the faculty.
- Maintain accurate committee records and documentation.
Committee Elections and Enquiries
- Assist with the administration of committee elections, including main elections held every three years and bi-elections when required.
- Respond to enquiries relating to committees, meetings, decisions and approval processes.
- Provide administrative support to ensure committee processes run efficiently.
General Administration
- Perform general office administration, including typing, correspondence, filing and record-keeping.
- Manage meeting administration and related documentation.
- Handle telephone calls and general enquiries.
- Assist with ad-hoc administrative responsibilities when required.
Requirements
Inherent Requirements
- Grade 12 or National Vocational Certificate at NQF Level 4.
- At least one year of relevant administrative and committee secretariat experience.
Recommended Requirements
- A post-school qualification in Office Administration, Office Management or a related field.
- Experience within a higher education environment.
- Knowledge of university systems, policies and procedures.
- Experience in office management, including agenda preparation and minute-taking.
- Personal Assistant experience.
Key Competencies
The successful candidate should demonstrate:
- Results Orientation: Ability to adapt to changing environments and consistently fulfil responsibilities.
- Strategic Thinking: Strong attention to detail, organisational ability and the capacity to plan and follow work plans.
- Business Acumen: Ability to follow rules and procedures, with proficiency in MS Office.
- Communication: Excellent written, verbal, language and administrative skills.
- Accuracy: High level of attention to detail and accuracy.
- Organisation: Ability to manage multiple administrative responsibilities in an organised manner.
- Interpersonal Skills: Ability to work effectively in a parallel-medium and multicultural university environment.
- Leading: Ability to cooperate with colleagues and encourage teamwork.
- Building Coalitions: Confidence and ease when interacting with people in different social and professional situations.
Benefits
Subject to applicable conditions, fringe benefits include:
- Pension scheme
- Medical aid scheme
- Group life insurance
- Housing allowance
- Leave and sick leave
- Service bonus
- Study benefits
Application Information
Important: This is an internal advertisement. Only applicants who are currently employed by the University of the Free State will be considered.
Applications must be submitted online through the official UFS vacancy website. Applications submitted through any other platform will not be considered.
Applicants must submit all required documentation, including a detailed CV, qualification documents and other applicable supporting documents.
Closing Date: 23 August 2026
Incomplete applications will not be considered. The University reserves the right not to fill the position, and communication will be limited to shortlisted candidates.