Senior Assistant Officer (post level 12) - (1027) at University of the Free State

Duties and responsibilities:

• Provide administrative support to the Line Manager and the School.
• Perform student registrations and provide curriculum advice.
• Administer the processing of assessment results, including import/capture marks, sort scripts, verify statistics, set up Gradebook and upload marks, quality assure mark processes and resolve queries.
• Draft correspondence to students and other relevant stakeholders, including but not limited to NSFAS’s propensity letters, student progress reports, confirmations of registration for medical aid purposes, etc., and respond to email enquiries.
• Manage the School website and social media platforms, by creating content etc., and liaising with the relevant Faculty and support staff.
• Assist with the organisation of open days, as well as School, faculty, and university events.
• Provide administrative support to the School’s research committee, and capture research data on RIMS.
• Manage the School’s prescribed textbook process: order staff desk copies, compile and distribute School’s booklist to all relevant stakeholders.
• Submit and manage service requests (repairs, faults, general maintenance).
• Perform any other general office administrative tasks as required by the Line Manager, and/or HOD.
• Develop, implement, and manage appropriate administrative control systems (In collaboration with the Line Manager and administrative team of the School).
• Adhere to the University of the Free State's General and Faculty Rules, and Marketing policies and procedures (all relevant policies and procedures).
• Ensure that all the activities within the School are carried out to the highest possible standards and that the necessary evaluation and monitoring procedures are in place to ensure compliance.
• Adhere to internal and external auditing, quality assurance, and risk management procedures.

Inherent requirements:

• Grade 12 or national vocational certificate on NQF Level 4.
• A minimum of one (1) year’s relevant working experience relating to the duties and responsibilities at a Higher Education Institution.

Recommendations:

• A relevant tertiary qualification on NQF level 7.
• Experience within the higher education environment.
• A thorough understanding of the PeopleSoft system and RIMS.
• Knowledge of university policies, procedures, and administrative systems.
• Knowledge of social media platforms.

Competencies

Required competencies:

Results Orientated:

• The ability to be reliable, responsible, dependable and to fulfil obligations.
• The ability to cope with a frequently changing environment and to adapt to evolving 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 specifically MS Word, MS Outlook, MS Excel, MS Teams, and SharePoint.

Leading:

• The ability to be cooperative with others, display a good-natured attitude, and encourage people to work together.
• The ability to maintain high levels of personal motivation, energy and enthusiasm.

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.

Closing date:

7 July 2023