Senior Assistant Officer- University of the Free State x1

Senior Assistant Officer- University of the Free State x1

Job Details

• Job Title: Senior Assistant Officer (Post Level 12)
• Job ID: 6459
• Institution: University of the Free State
• Faculty: Faculty of Humanities
• Department: Office of the Dean: Faculty of Humanities
• Contract Type: Permanent
• Occupational Level: Semi-Skilled
• Location: Bloemfontein Campus
• Closing Date: 25 May 2026

Job Description

The Senior Assistant Officer will provide administrative, operational, financial, and organisational support within the Faculty of Humanities Dean’s Office. The role includes supporting Vice Deans, coordinating faculty activities, managing office administration, assisting students, and handling meeting and financial administration.

Main Duties and Responsibilities

Support to the Dean and Vice Deans

• Handle telephonic and email enquiries professionally.
• Coordinate domestic and international travel arrangements.
• Schedule and manage meetings and appointments.
• Draft letters, reports, and official correspondence.
• Assist with stakeholder and committee coordination.

Faculty Operations

• Manage the faculty reception and front desk.
• Organise workshops, meetings, and faculty events.
• Administer venue bookings.
• Assist with:
  • Student admissions
  • Registration
  • Graduation processes
  • Student enquiries
• Support postgraduate and institutional bursary administration.
• Maintain electronic notice boards and faculty communications.
• Assist with planning the academic year cycle and faculty publications.
• Manage the Dean’s office asset register.

Office Administration

• Handle general office administration duties including:
  • Typing
  • Filing
  • Correspondence
  • Email communication
  • Documentation
• Prepare agendas, notices, minutes, and presentations.
• Maintain Outlook distribution lists and filing systems.

Financial Administration

• Process:
  • Claims
  • Reimbursements
  • Requisitions
  • Service requests
  • Journal transfers
• Liaise with the Finance Department.
• Reconcile financial transactions.
• Ensure compliance with UFS financial policies.

Meeting Administration

• Assist faculty committees with:
  • Meeting preparation
  • Minute taking
  • Documentation management

Quality Assurance

• Ensure compliance with:
  • Auditing procedures
  • Risk management processes
  • Quality assurance standards

Minimum Requirements

• Bachelor’s Degree, Advanced Diploma, BTech, or Postgraduate Certificate (NQF Level 7) in:
  • Office Management
  • Administration-related field
• Minimum of 1 year administration experience related to the role.
• Higher education experience is preferred.

Recommendations

• Postgraduate qualification (NQF Level 8) in management or administration.
• Knowledge of UFS systems, procedures, and policies.

Required Competencies

Results Orientation

• Ability to adapt to changing environments.
• Ability to work effectively under pressure.

Strategic Thinking

• Strong multitasking and problem-solving skills.
• Ability to analyse information carefully.

Business Acumen

• Strong adherence to rules and procedures.
• Proficiency in Microsoft Office.

Leadership and Teamwork

• High motivation and enthusiasm.
• Ability to work cooperatively with others.

Relationship Building

• Strong interpersonal and communication skills.
• Ability to collaborate effectively.

Salary and Benefits

• Salary Package: R403,692.54 – R506,869.63 per annum
  (depending on qualifications, experience, and budget availability)

Benefits Include

• Pension scheme
• Medical aid
• Housing allowance
• Group life insurance
• Leave and sick leave
• Service bonus
• Study benefits

Assumption of Duties

• As soon as possible.

Application Requirements

Applicants must submit:

• Detailed CV
• Qualifications or proof of qualifications
• SAQA accreditation (for foreign qualifications)
• ID or passport copy
• Proof of employment from current or previous employer

How to Apply

Applications must be submitted online through the official UFS Careers Portal.

Contact Information

Enquiries

• Tel: 051 401 7659
• Email: SejanamaneP@ufs.ac.za
• Email: Recruit@ufs.ac.za

Application Assistance

• Tel: 051 401 2979 / 9813