Job Description

APPLY HERE

This post was previously advertised as Job ID: 5229.  All applications received in response to the previous advertisement, will automatically be considered again. Previous applicants therefore do not need to reapply.

KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll  - Applications submitted through any other platform will not be considered. 

Duties and responsibilities:

General office operations (including secretarial and reception services):

• Provide administrative and secretarial support to the Senior Director: Communication and Marketing.
• Manage the Senior Director’s diary extensively by organising the daily/weekly/monthly commitments and ensuring that all the commitments are honoured.
• Handle correspondence (incoming calls and messages, emails) and respond to queries as appropriate.
• Receive and welcome visitors.
• Ensure that the office is adequately provisioned.
• Maintain the reception area in the office of the Senior Director.
• Maintain a filling system.
• Arrange travel and accommodation for the Senior Director during official business trips and conferences.
• Report and control maintenance work in the office of the Senior Director and the reception area.
• Perform limited financial duties.

General administration (including meeting administration):

• Ensure the work within the division is aligned with university procedures, processes, and policies.
• Compile agendas, registers, take minutes at meetings, disseminate and file for accurate record keeping.
• Administer procurement of operational and capital items to enable efficient functioning in the Senior Director’s office.
• Maintain the department’s registers.
• Coordinate workshops, functions, conferences, team building, etc, as per the requirements of the Senior Director and the department.
• Ensure that the booked venues comply with the Occupational Health and Safety protocols.
• Ensure that documentation is kept safely and securely to maintain confidentiality.
• Handle the department’s leave schedule.
• Handle all correspondence (diarising, documentation, letters, and liaising with the Department of Human Resources) and arrangements for shortlisting and interviews.
• Compile, administer, and distribute relevant reports for various committees and forums.
• Draft, compile, and submit monthly/quarterly and annual reports.
• Support projects/event/campaigns of the Department of Communication and Marketing when needed.

Stakeholder engagement:

• Maintain a trusting and open relationship with the other departments within the UFS and with other stakeholders regarding the department’s operations.
• Build and maintain good and professional relationships with internal and external stakeholders.
• Act as a liaison between the department and other business units at the university.

Inherent requirements:

• B-degree on NQF Level 7 or a three-year National Diploma on NQF Level 6.
• Minimum of two (2) years relevant working experience relating to the duties and responsibilities.

Recommendations:

• Valid driver’s licence.
• Knowledge of university systems, policies, and procedures.
• Work experience in the higher education environment.
• Understanding of the provisions of relevant legislation and protection of information and confidentiality.
• Effective written communication skills.  

Competencies

Required competencies:

• Results oriented.
• The ability to set high standards, establish tough goals, and to work to achieve success.
• 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.
• Leading.
• The ability to maintain high levels of personal motivation, energy and enthusiasm.
• The ability to lead, take charge of situations, and offer opinions and directions to others.
• Building coalitions
• The ability to negotiate, sell, influence and to persuade others.
• The ability to be self-assured and at ease with people in all types of social situations.

 Please ensure that all relevant documentation is attached to your application. INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.

• A detailed curriculum vitae and cover letter.
• 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:
1 August 2023.

Closing date:

22 June 2023.

Salary:

The annual remuneration package, including benefits is R408 148.51 – R513 407.84 per annum depending on the budget available for the position, relevant work experience and qualifications.

The salary is available on request.

Enquiries:

For enquiries, please feel free to contact me at 051 401 9814 or email at MakolaCM@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 9848 / 9810 / 9813/ 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 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 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.

Skills Required

• Flexible
• Results Orientated
• Strategic Thinking
• Business Acumen
• Leading
• Building coalitions