Office Manager - Library and Information Services (Post Level 12) (Job ID: 5827) at University of the Free State

Duties and responsibilities:

• Provide administrative and secretarial support to the Library and Information Services Directorate. 
• Manage the Manager's various tasks by setting daily/weekly/monthly commitments and ensuring that all commitments are met. 
• Manage correspondence (written and text, e-mail) and answer questions if necessary. 
• Welcome and usher guests. 
• Make sure there is enough provision and replenishment of material in the workplace. 
• Supervise the reception area in the Senior Manager's office. 
• Maintain the filling system. 
• Arrange travel and accommodation for senior executives during field trips and meetings. 
• Manage and supervise the Directorate and Reception Areas. 
• Manage the financial responsibility of the Directorate.
• Ensure that the work of the Department complies with university policies, procedures, and policies. 
• Assist and support in the work of the Director and Deputy Directors as needed. 
• Manage the obligations and the calendar of the LIS Director.
• Prepare agenda, record meetings, take notes, publish, and file neatly. 
• Manage procurement for operational and capital projects to ensure the effective functioning of the Executives office. 
• Keep office records. 
• Manage and coordinate workshops, events, meetings, team building etc. as directed by the line managers. 
• Make sure the designated area complies with health and safety procedures. 
• Ensure information is kept safe and secure to maintain confidentiality. 
• Manage of all correspondence (newsletters, documents, letters and discussions with Human Resources) and scheduling for screening and interviews. 
• Prepare, manage and distribute information on various groups and forums. 
• Plan, prepare and deliver monthly/quarterly and annual reports. 
• Manage Library and Information Services Department activities/events/incidents as needed. 
• Manage the LIS Directorate leave schedules. 
• Manage the staff development register of the UFS LIS. 
• Answer and manage calls.
• Manage all travel arrangements for national and international meetings.
• Arrange access and parking for visitors as needed.
• Issue additional documents. 
• Execute and provide directions in the appointment of student assistants. 
• Maintain trust and open relationships with other departments at UFS and other stakeholders in the department's operations. 
• Build and maintain professional relationships with internal and external stakeholders. 
• Act as liaison between the departments and the university community. 
• Plan and coordinate internal and external activities 
• Manage internal and external communications. 
• Manage the coordinate the LIS multifunctional teams (Scrums). 
• Organise and execute programmes and projects to promote social cohesion in the UFS Libraries in the quest to build inclusivity and diversity. 
• Organise the social cohesion committee of the LIS. 
• In collaboration with the committee, develop a social cohesion strategy in the quest to contribute towards a conducive working environment. 
• Monitoring and evaluation of the impact of programmes and projects for social cohesion in the LIS. 

Inherent requirements:

• A Bachelor’s degree on NQF level (7).
• A minimum of one (1) year of relevant working experience relating to the duties and responsibilities.
• A valid driver’s licence.

Recommendations:

• Knowledge of Short Learning Programmes.