• General office operations:
o Oversee the management of the administration of the gym performed by the admin staff which includes compilation of their monthly work schedule for reception, management of the administration tasks (making copies of the membership forms, renewal contracts, control forms (copy machine, notices, etc.), records management (creating and management of membership files and monthly High- Performance lists, etc.)
o Distribute work tasks to the staff for effective gym operations on a weekly basis.
o Compile Monthly asset recording list.
o Meet with admin staff monthly to ensure all information is captured correctly on Intensity and arrange training as is necessary.
o Compile closing and opening checklist.
o Provide staff training: Compilation of training manuals of the gym management software (Intensity) for staff for running the gym.
o Compile and submit all required reports on the running of operations at KovsieFit as requested by line manager.
o Ensure all documentation for the gym (joining forms, etc.) is available electronically and stored correctly by the admin staff.
o Ensure gym cleanliness – Liaise with cleaners, cleaning manager & contract manager.
o Compile group class schedule and liaise with group class instructors.
• Client relationship and engagement:
o Ensure effective communication between the public, KovsieFit, and the gym management.
o Attend to client queries within KovsieFit (KovsieFit emails/Walk-ins).
o Liaise with KovsieFit Stakeholders, Vendors and external parties when needed.
• Maintenance & Equipment management:
o Log in service requests for KovsieFit on People Soft financials. This is the reporting of all structural breakages (leaks, blockages, broken doors/hinges) and installations (locks, plugs, etc.) and follow up until the process is completed.
o Supervise and coordinate the maintenance of equipment within KovsieFit while ensuring effective communication with the service provider (One More Fitness) as well as enforcing the signed service agreement.
o Oversee the reporting of ICT requests for KovsieFit.
o Oversee control forms, maintenance quotes and payments for equipment repairs and services.
• KovsieFit management:
o Market and promote the gym amongst the University and external parties.
o Create opportunities for the growth of the gym and membership base (through advertising initiatives).
o Oversee and ensure training for admin staff on the use of the software system (Intensity).
o Draft and/or oversee all gym protocols established at the gym.
o Ensure effective communication and reporting between the gym staff, line managers and University stakeholders.
o Oversee KovsieFit assets, procurement service agreements/requests, maintenance, repairs, consumables, Bidvest, Dstv and KRS Intensity.
o Oversee Cancellations and refund SOPS and legal compliance.
o Ensure gym health and safety protocols are in place.
o Oversee Facility capacity management (monthly member numbers per tariff/package/service).
o Oversee the accuracy of membership information being captured on Intensity management software by overseeing the summaries compiled by the admin intern.
o Compile KovsieFit gym price list.
o Attend Wellness Fairs, Open Days, and any other events to promote KovsieFit.
• Financial Administration:
o Attend to Procurement management: obtaining quotes, creating requisitions, managing POs and invoices and claim forms.
o Attend to finance queries (handling daily finance queries and the managing the KovsieFit@ufs.ac.za inquiries email account and cancellations).
o Oversee administration of the daily transactions in the absence of the admin staff: (receiving the gym membership fees, balancing of membership accounts.
o Compile Monthly Journals & Reconciliations.
o Review income profit centers.
o Compile Finance reports (Income, Debtors, PASA Compliance, Stratcol, Bank & Intensity Reconciliations, debit order submissions).
o Submit required financial reports for gym to line manager as requested.
o Oversee purchasing control form.
o Attend to queries as raised by KovsieSport Financial Officer and line manager.
• People management
o Compile and oversee tasks and responsibilities (job profile and performance) of admin staff.
o Approve and manage staff leave applications.
o Oversee the compile KovsieFit staff work schedules.
o Resolve staff conflict and compile admin staff disciplinary procedures to enforce discipline according to the University and Gym standard.
Inherent Job Requirements:
• Bachelor’s degree on NQF level 7 or a three (3) year Diploma on NQF level 6 in Sport Science or relevant gym qualification.
• Two (2) to three (3) years’ relevant working experience related to the duties and responsibilities.
Recommendations:
• Two (2) years experience within a gym environment.
Key Competencies Required:
Required Documents
• Results orientated:
o The ability to set high standards, establish tough goals, and to work to achieve success.
o The ability to be reliable, responsible, dependable and to fulfil obligations.
• Strategic thinking:
o The ability to focus on details, work towards perfection, and approach work in a neat and organized manner.
o The ability to be creative and open-minded when addressing work issues.
• Business acumen:
o Ability to adhere to rules and strictly follow work regulations.
o Proficient in using MS Office.
• Leading:
o Ability to maintain high levels of personal motivation, energy and enthusiasm.
o Ability to be cooperative with others, display good-natured attitude, and encourage people to work together.
• Building coalitions:
o The ability to negotiate, sell, influence and to persuade others.
o The ability to interact with others and establish personal connections with people.
Please ensure all relevant documentation is attached to your application. INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.
*Certified copies must not be older than 6 months
• A detailed curriculum vitae and cover letter;
• Certified copies (not older than 6 months) of all academic records;
• Certified copies (not older than 6 months) of qualifications (please provide the SAQA accreditation in the case of foreign qualifications);
• A certified copy (not older than 6 months) of your identity document (ID);
• Proof of registration with a Professional Body (if applicable);
• A copy of your driver’s license (if applicable).
• A service record of your current employer / last employer (only applicable to external applicants).
Assumption of duties:
As soon as possible.
Closing date:
27 March 2023.
Salary:
The annual remuneration package, including benefits is R 408,148.51 – R 513,407.84 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 me at 051 401 9813 or email at PhokaR@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 2979 / 9810 / 9814/ 9848 for assistance.
General:
The University reserves the right not to fill the post. The University subscribes to and applies the principles prescribed by the Employment Equity Act. Preference will be given to candidates from the designated groups, in accordance with the principles of the aforementioned act and the employee profile of the specific department/ division.
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 Policy is available at : https://ufsacza.sharepoint.com/:b:/r/sites/supportservices/hr/Employment Equity/EEA13_EE Plan UFS 1 March 2022 (003).pdf?csf=1&web=1&e=TjtoXH
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 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.
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