Senior Assistant Officer (post level 12) - (1086) at University of the Free State

Duties and responsibilities:

Office Administration:

• Perform general office management, as well as Community Based Education (CBE) office administrative duties. 
• Apply regulations regarding student placements and transport.
• Perform general administrative duties relating to student enquires, liaison between the different CBE stakeholders, CBE placements, CBE transport, and control of CBE statistics. 
• Handle all purchases and orders via the university's requisition system.
• Arrange meetings, functions, venues and catering. 
• Take minutes of staff meetings.
• Responsible for travel and accommodation arrangements for line manager and staff members.
• Liaise with printing department pertaining facilitator/ study material and arrange journal transfers.
• Liaise with HR and Finance Departments pertaining to appointments and payments. 
• Handle fleet management: oversee the usage of vehicles, collect petrol slips, make bookings for bus road worthy test, arrange for license renewals, arrange vehicle repairs and services.
• Manage F1 claims and make submissions.
• Arrange interviews - arrange venues and liaise with candidates pertaining the interview. 
• Request and collect quotations from suppliers for procurement of goods and services.
• Handle petty cash card, arrange funds & make available for hand payments, reconcile receipts and arrange for new funds.
• Oversee and assist suppliers to register as vendors, collect forms with required documentation and submit for approvals.
• Assist other staff members and students with any issues related to the office. 
• Perform any other tasks as requested by line manager from time to time.
• Coordinate Inter Professional Education (IPE) activities between Clinical Skills Unit, facilitators, and students. 
• Arrange Simulated Patients (SP’s) for IPE simulations and payment of SP's.

Client Support:

• Provide client services to all stakeholders, e.g., the handling of the telephone and general enquires, arrangements of collaborative engagements such as workshops.
• Liaise with the relationship between management and stakeholders.
• Handle student placements, marketing and students’ complaints.

Data Capturing:

• Capture data collected during CBE placements.
• Administration and maintenance of database.

Inherent Job Requirements:

• Grade 12 or National Vocational Certificate on NQF level 4.
• Three (3) years’ relevant working experience related to the duties and responsibilities indicated above.
• Valid driver's license (Code C).

Recommendations:

• Bachelor's degree on NQF level 7 or a National Diploma on NQF level 6.

Competencies
Key Competencies Required:

Results Orientated:

• The ability to cope with a frequently changing environment and to adapt to evolving situations. 
• 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 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 be self-assured and at ease with all people in all types of social situations.
• The ability to interact with others and establish personal connections with people.