Coordinator Social Support Office (post level 12) Job ID 6585

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:
Social Support
Provide bereavement support.
Provide support to families and friends in collaboration with other Student Affairs departments.
Serve as the primary point of contact for bereavement-related cases ensuring that affected individuals receive timely and appropriate assistance.
Provide support as outlined in the student crisis deaths and funeral support protocol.
Perform standby duties and provide operational support outside normal working hours including evenings weekends and public holidays to ensure the effective management of student emergencies and critical incidents.
Enhance student experience and well-being through the provision of services in collaboration with other Student Affairs departments and university-wide stakeholders.
Represent the Social Support Office (SSO) at departmental presentations on the Bloemfontein Campus.
Prepare Bloemfontein Campus SSO reports.
Provide evaluation mechanisms for the provision of relevant student-centred programs and feedback.
Be involved in the recruitment process of all ambassadors within the SSO.
Update and distribute campus resources guides and policies that inform students about available services.
Manage and ensure that there is available stock of hygiene packs.
Collaborate with the South African Police Service (SAPS) Protection Services and the Health and Wellness Centre on matters pertaining to students safety and death on and off campus.
Provide standby support such as hospital visitations morgues and police stations during weekends and outside of regular weekday working hours in the event of evictions muggings or stabbings.
Visitation during distress for on-campus and off-campus student accommodation.
Conduct a needs assessment for students in hospitals and police stations & provide well-being support.
Engage with the Social Worker pertaining to pregnancy cases and situational needs assessment.
Engage with Protection Services and South African Police Services (SAPS) regarding matters pertaining to student cases projects and programs.
Manage referrals of students to relevant departments in handling student cases.

Office Management
Ensure the effective and efficient operation of the SSO office and perform additional duties as assigned by the Head: Institutional Social Support Services (ISSS).
Manage day-to-day inquiries and requests of students.
Maintain accurate and up-to-date client records databases and files utilising the case management system.
Handle incoming inquiries from clients and the public providing information and directing them to the appropriate services.
Schedule and attend ISSS meetings events strategic plans developmental workshops wellness days and any other delegated engagement from the Head: Institutional Social Support Services.

Financial Administration
Receive and refer student sponsorship application requests to the SSO Support Technical Officer for further assistance.
Conduct financial forecasting and cost estimation for campus events to optimise budget allocation.
Assist the institutional project lead to conduct campus-specific cost estimation relating to institutional projects.
Facilitate and oversee journal transfers for institutional service providers ensuring accuracy and timely execution.
Assist the institutional lead as delegated for all procurement campus-based requests.
Manage and streamline the requisition process ensuring accurate and timely issuance of Purchase Orders.
Oversee the approval process for invoices and facilitate prompt payments to service providers ensuring accountability and transparency.
Coordinate and process Travel Authorisations and Cash Advances for student travel maintaining compliance with university policies.
Maintain comprehensive records of expenses invoices POs approvals and financial justifications to ensure financial accountability.
Manage procurement processes including the ordering of office supplies ensuring cost-effective and timely procurement.
Administer and facilitate student financial support interventions with sensitivity and compliance including assistance related to bereavement hygiene packs transport (bus tickets) food support and other student welfare needs
Compile detailed financial reports on a monthly quarterly and yearly basis providing key insights and recommendations.
Approve student support interventions and programme-related expenditure within the delegated financial authority granted by the Head: Institutional Social Support Services (ISSS) ensuring compliance with university financial policies procurement procedures and approved approval limits.

Project Co-ordination
Coordinate and oversee the planning and execution of SSO campus programs and events on the Bloemfontein Campus.
Ensure compliance of campus programs with procurement policies Health and Safety Act and other institutional SOPs.
Assist the institutional project lead in ensuring compliance for the SSO program implementation.
Compile and submit program report within ten (10) working days of program completion when serving as the Institutional Leader of the program.

Inherent requirements:
A relevant bachelors degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7 in Humanities Social Sciences Psychology Social Work Community Development Student Affairs/Development Public Administration or a related field.
Minimum of one (1) years relevant working experience in student support social support case management community services Student Affairs or a related environment.
A valid drivers license (attach a copy).

Recommendations:
Experience within the higher-education environment particularly Student Affairs or student support services
Advanced project management experience.

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 plan work and to follow plans.
Business Acumen:
- The ability to adhere to rules and strictly follow work regulations.
- Proficient in using MS Office.
- Knowledge of all financial policies.
- University structures and services (including academic environment).
- Professional proficiency and knowledge of protocol requirements for liaising with stakeholders.
- Knowledge of IT systems.
- Knowledge of the procurement Policy.
- Computer literate.
- Knowledge of People Soft.
- Good interpersonal and communication skills.
- Good time management and organizational skills.
- Must be self-driven with the ability to function under pressure.
Leading:
- The ability to lead take charge of situations and offer opinions and directions to others.
Building Coalitions:
- The ability to be sensitive and understanding to the needs and feelings of others.
- The ability to interact with others and establish personal connections with people.

Assumption of duties:
As soon as possible.

Closing date:
9 September 2026

Salary:
The annual remuneration package including benefits is R403 692.54 R506 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 / 2876 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.