Ad Hoc Academic Administration Support Staff (part-time as required) Job ID 6412

Please note! This is a readvertisement of Job ID 6374 to clarify the various levels of appointment including their respective duties responsibilities and tariffs. Applicants who previously applied are not required to submit a new application.

Note: Applicants may be considered for appointment in one or more of the following staff categories:
1. Head Invigilator
2. Invigilator
3. Administrative Support Assistant

The University of the Free State invites applications for inclusion in an ad hoc support pool within Student Academic Services. Successful applicants may be considered for appointment in one or more categories related to Examinations Graduation Administration and Curriculum Administration depending on operational requirements availability and demonstrated suitability. Different categories of work may attract different approved tariff rates.

Please note that inclusion in the pool does not constitute or guarantee any appointment of any sort. Appointments will be made on an as-needed (ad hoc) hourly remunerated basis.

KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: - Applications submitted through any other platform will not be considered. The system allows a maximum of eight attachments. To avoid upload issues we recommend merging some or all documents into fewer files before submitting.
INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED!
To ensure your application is complete you must submit ALL documents listed under the inherent requirements as well as the following standard documentation:
A detailed Curriculum Vitae.
Copies of your qualifications or official proof of qualifications obtained (If you hold foreign qualifications please include SAQA accreditation).
A copy of your identity document (South African ID or passport for foreign nationals).

Duties and responsibilities:

Chief Invigilator
Set up and test all camera equipment prior to the commencement of each examination session.
Collect examination question papers from the Examination Offices in accordance with prescribed procedures.
Prepare and organise examination venues to ensure readiness prior to each session.
Announce start and end times and ensure the exam runs according to the scheduled duration.
Communicate clear and accurate examination announcements to students.
Monitor examinations for irregularities
Provide verbal and written reports (e.g. by email or Word document) on examination irregularities in accordance with established protocols.
Coordinate and ensure that invigilators attend to invigilation duties.
Coordinate the electronic capturing of student attendance slips after examinations and submit within 24 hours.
Verify and authorise invigilators claim forms in line with applicable requirements.
Complete and submit required digital report forms accurately and timeously.
Maintain and organise examination storage areas to ensure cleanliness and order.
Submit and account for examination scripts reports and related documentation after each session.
Ensure compliance with electronic documentation submission requirements to the Examination Office following each session.
Have the physical ability to carry exam papers to and from the examination venue.
Report to the Chief Officer: Examinations

Invigilator
Report and register attendance at the designated examination venue in accordance with prescribed procedures.
Assist with the preparation and setup of the examination venue to ensure it is ready for candidates.
Adhere to and support the implementation of the invigilation duty schedule.
Manage and control student admission to the examination venue in line with established regulations.
Distribute examination question papers accurately and efficiently.
Collect and verify completed attendance forms.
Supervise and monitor students throughout the examination to ensure compliance with examination rules.
Collect and secure all answer scripts at the conclusion of the examination.
Reconcile and verify answer scripts against attendance records to ensure completeness and accuracy.
Identify manage and report (verbal and digital) examination irregularities in accordance with prescribed procedures.
Complete and submit invigilation claim forms in line with institutional requirements.
Monitor live video feeds to ensure continuous and clear visibility of all students.
Verify camera positioning and coverage to ensure full compliance with examination requirements.
Identify and flag any suspicious behaviour or potential examination irregularities observed on camera.
Maintain continuous surveillance throughout the examination to uphold academic integrity.
Communicate promptly with chief invigilator regarding any concerns or incidents.
Ensure proper functioning of all technical equipment and report any faults or disruptions immediately.
Complete and submit all required reports and documentation after each examination session.
Having the physical ability to carry exam papers to and from the examination venue
Report to the Chief Officer: Examinations

Administrative Support Assistant
Successful applicants may be deployed based on operational requirements and suitability across one or more academic administration support functions within Examinations Graduation Administration and Curriculum Administration.

Examination Administration
Capture student attendance slips and provide these to examination staff for quality assurance and loading onto PeopleSoft
Graduation Administration
Oversee and execute the preparation and dismantling of graduation venues ensuring full readiness prior to events and proper closure thereafter.
Coordinate and support the transportation arrangement and organisation of equipment and materials to facilitate efficient operations.
Provide on-site operational support to the Graduation Team during ceremonies to ensure the seamless execution of proceedings.
Respond promptly and effectively to ad hoc operational requirements demonstrating adaptability and reliability in a dynamic environment.
Deliver general physical and logistical support throughout graduation sessions to maintain operational efficiency.
Complete and submit administrative assistant claim forms in accordance with institutional policies and procedures.
The ability to stand and walk for extended periods.
Report to the Senior Officer: Graduations
Report to the Chief Officer: Examinations.
Curriculum Administration
Conduct periodic audits of lecture venues to ensure compliance with institutional standards.
Audit venue allocations against the Central Class Timetable.
Identify and report overbookings underutilisation or scheduling conflicts.
Maintain accurate records of all venue audits conducted.
Provide feedback and guidance on venue usage and optimisation.
The ability to stand and walk for extended periods
Report to the Senior Officer: Curriculum Administration

Inherent requirements:
Senior Certificate (Grade 12) on NQF Level 4 (attach a copy).
Computer literacy and proficiency in basic digital tools.
Ability to perform the functions of the relevant role category independently and reliably.

Recommendations:
Strong attention to detail effective communication skills time management and a high level of reliability.
Suitability for appointment in a role requiring confidentiality trustworthiness and adherence to examination integrity standards.
Demonstrable experience in one or more of the listed role categories.
Demonstrated willingness and ability to perform in one or more of the listed role categories subject to operational requirements and suitability.
Availability during peak academic administration periods.
Partially or fully completed post-matric studies at NQF Level 5 or higher level.

Required competencies:
Results Orientated:
- The ability to be reliable responsible dependable and to fulfil obligations.
- The ability to deal calmly and effectively with high stress situations.
Strategic Thinking:
- The ability to deal with several activities at a time.
- The ability to focus on details work towards perfection and approach work in a neat and organised manner.
Business Acumen:
- The ability to adhere to rules and strictly follow work regulations.
- Proficient in using MS Office.
Leading:
- The ability to maintain high levels of personal motivation energy and enthusiasm.
- The ability to be cooperative with others display a good-natured attitude and encourage people to work together.
Building Coalitions:
- The ability to be self-assured and at ease with people in all types of social situations.
- The ability to interact with others and establish personal connections with people.

Assumption of duties:
1 May 2026

Closing date:
18 April 2026

Salary:
Head Invigilator - R147.73 per hour
Invigilator - R117.25 per hour
Administrative Support Assistant R101.43 per hour

Enquiries:
For enquiries please email for assistance. For application system enquiries please email for assistance.

General:
The UFS is a designated employer and is committed to the pursuit of excellence diversity and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups including candidates with disabilities. Our Employment Equity Plan is available at:

The University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to the University will be treated as confidential and processed in accordance with the rights provided to data subjects under POPIA.

The University reserves the right not to fill the post. The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications you may assume that your application was unsuccessful.