Office Manager (post level 12) (Job ID 6435)

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).
Confirmation of employment in the form of a letter appointment contract service certificate or recent payslip from your current or most recent employer (applicable to external applicants only).

Duties and responsibilities:
Support to the Deputy Director of the Institutional Governance Office
Provide a professional service to the Deputy Directors office by attending to all telephonic email and other enquiries to the Deputy Director.
Provide an effective interface between the office of the Deputy Director and members of the University community public private and community organisations and business and government sectors.
Provide support to the Deputy Director by dealing with or referring enquiries.
Contact and liaise with internal and external visitors and staff members who enter the Deputy Directors office in a friendly and professional manner. This includes screening of visitors to the Deputy Directors office.
Provide assistance to other staff of the Deputy Directors office as and when required to guide visitors take messages and make phone calls.
Manage the diary of the Deputy Director including setting up meetings with relevant departments committees and or external stakeholders. Make cancel or change appointments when necessary to accommodate important commitments.
Ensure that the diary is kept up to date.
Compile the Deputy Directors daily programme ensuring that he/ she is familiar with it and that all the relevant documents are available.
Alert the Deputy Director to urgent and important matters on a day-to-day basis.
Scrutinise and record details of all incoming mail print out relevant messages and prioritise according to urgency and redirect inappropriately addressed mail to the correct quarter.
Investigate complex queries and prepare responses/reports for the Deputy Director.
Maintain a pending system for following up on previous correspondence and referring items to the Deputy Director for follow-up action.
Maintain confidentiality when dealing with sensitive and confidential information.

Operational Support
Oversee the development of the annual calendar for the Division of Student Affairs Sport Arts and Culture (DSASAC) and the Institutional Student Governance Office (ISGO). This includes ensuring meticulous planning and coordination for a seamless schedule of events initiatives and key deadlines throughout the year.
Oversee the branding and management of departmental equipment for the Division of Student Affairs on South Campus and the Institutional Student Governance Office.
Ensure office compliance with safety regulations and arrange for maintenance and repairs when necessary.

Office Administration
Deal with general administration including typing dispatching faxes emails correspondence reports directives schedules references and other documentation.
Draft letters and reports for the Deputy Director.
Co-ordinate and assist with the drafting of the annual SGO/DSASAC South Campus reports.
Prepare and draft material including electronic presentations.
Maintain a register of leave applications for other staff reporting to the Deputy Director including overseas / special leave register of all SGO/DSASAC South Campus staff.
Manage the service workers in the Office of the Deputy Director.
Co-ordinate feedback on university calendar from SGO/DSASAC South Campus to Top Management.
Co-ordinate SGO/DSASAC South Campus calendar and venue bookings for key SGO/DSA South Campus meetings.
Maintain distribution lists on MS Outlook for the Deputy Directors Office.
Arrange and co-ordinate key SGO/DSA South Campus events.
Assist with the administration of SGO/DSASAC South Campus promotions.
Arrange for the update of the website.
Maintain filing system.
Organise small events for the SGO/DSASAC South Campus.
Monitor telephone accounts of staff reporting to the Deputy Director and bring any discrepancies to his/her attention.
Acquire quotes create and process requisitions for the Deputy Directors projects/events/programmes including the South Campus Commuter Student Bus Service.

Financial administration
Arrange travel and accommodation bookings for the Deputy Director.
Administrate the budget and compliance check and administer the SGO Managers financial requests for approval of the HOD.
Obtain and appraise quotes and process orders for all office requirements.
Generate and process invoices and other payments relating to purchases renewal of subscriptions subsistence and travel etc.
Provide guidance on the procurement process and understanding of university policies related to procurement and Creditor finances.
Process and create Requisitions for issuing of Purchase Orders for the HOD expenses.
Monitor and keep records of all SGO entities balances.
Liaise with the Finance Department to transfer funds to the required allocation code.
Purchase assets for the entire department keep a record of all purchases and ensure that there are sufficient funds before purchasing
Administer the South Campus Commuter Student Bus service.

Meeting administration
Deal with all meeting administration including preparing agendas circulating documentation to committee members taking minutes of meetings.
Co-ordinate meetings including booking of venues ordering of catering preparing documentation.
Type and check final minutes arrange duplication and despatch to relevant members.
Extract minutes/ reports and refer them to other committees / persons where actions are required.
Prepare distribute and follow up on action lists.
Attend relevant meetings in advisory capacity.
Schedule meetings to ensure all parties receive invitations.

Inherent requirements:
Bachelors degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7 or a three-year national diploma on NQF Level 6 relating to the duties and responsibilities set out above.
Minimum of one (1) years relevant working experience related to the duties and responsibilities.

Recommendations:
A minimum of two (2) years relevant experience in Office Management in a Higher Education environment.
Knowledge of university systems policies procedures.
A valid drivers licence (attach a copy).

Required competencies:
Results Orientated:
- The ability to cope with a frequently changing environment and to adapt to evolving situations.
- The ability to stick with tasks not give up and overcome obstacles in completing ones task.
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 lead take charge of situations and offer opinions and directions to others.
- The ability to be cooperative with others display a good-natured attitude and encourage people to work together.
Building Coalitions:
- The ability to interact with others and establish personal connections with people.
- The ability to make decisions through consultation collaboration and working with close supervision.

Assumption of duties:
As soon as possible

Closing date:
22 April 2026

Salary:
The annual remuneration package including benefits is R 403692.54 R 506 869.63 per annum depending on the budget available for the position relevant work experience and qualifications.

Fringe benefits:
(Subject to specific conditions): pension scheme medical aid scheme group life insurance housing allowance leave and sick leave service bonus and study benefits.

Enquiries:
For enquiries please feel free to contact or email or . Additionally kindly contact / 7659 / 2979 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.