Office Manager (post level 12) Job ID 6507

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:
General office management and administration
Organise and manage the diary of the office of the Director: Student Life.
Arrange meetings functions venues and catering for the division.
Prepare agendas and take minutes of the meetings and distribute these to staff.
Keep the records of the minutes and related documents up to date.
Manage general communications to the department including email and other correspondence.
Manage queries and distribute information timeously.
Arrange travel and accommodation arrangements (national and international) for the Director and staff members of Student Life.
Order office supplies and Steve Biko kitchen supplies.
Manage disposal of assets for the building.
Supervise the cleanliness and general neatness of the building.
Supervise and liaise with the departmental cleaner and messenger.
Liaise with University Estate cleaning supervisor for the building cleaning.
Submit and manage service requests for the building (including reporting faults repair work and general maintenance).
Coordinate postal and courier requirements for the building.
Facilitate security measures within the department.
Liaise with Occupational Health and Safety regarding building safety.
Maintain administrative records as required by the University.
Assist with facilitation of Steve Biko building upgrades.
Assist in the development and implementation of departmental policies and procedures.
Serve as the primary point of contact for internal and external stakeholders.

Financial Administration
Manage financial matters in collaboration with the Director of Student Life.
Submit employee claims and reconciliation of advances.
Process invoices purchase orders and reimbursements in accordance with university policies.
Maintain accurate records of financial transactions and support audits as required.
Assist with loading ad hoc claims and F1 forms.
Create service requests for the building.
Finalise annual budget allocations for Student Life Division heads and Director of Student Life.
Handle all requisitions for the Director as well as other offices within Student Life.
Obtain quotations from Suppliers.
Provide internal training for Finance Approvals from the Director of Student Life.
Submission of invoices to Finance for payment finalisation.
Create and manage the Student Life Internal Finance SOP.

Strategic Initiatives and Projects
Provide support to the team(s) assigned to and support for special projects.
Assist the Director with special projects and initiatives ensuring they are completed on time and within budget.
Assist in planning and organising events related to student life such as orientations workshops seminars and student activities.
Coordinate logistics including venue booking catering and communication with attendees.

Inherent requirements:
Bachelors degree or an Advanced Diploma/ degree/Postgraduate Certificate on NQF level 7 or a 3-year National Diploma on NQF Level 6 in Office Management/Administration or a related field.
Minimum of one (1) years relevant working experience in office management/administration.

Recommendations:
A minimum of two (2) years of experience in complex project management operational administration or student affairs coordination.
Experience within the higher education environment.
Knowledge of university systems policies and procedures.

Required competencies:
Results Orientated:
- The ability to stick with tasks not give up and overcome obstacles in completing ones task.
- The ability to be reliable responsible dependable and to fulfil obligations.
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:
25 June 2026

Salary:
The annual remuneration package including benefits is R 403692.54 R 506869.63 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 / 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.