Office Manager (post level 10/11): Office of the Dean (Job ID: 6677)

University of the Free State; Bloemfontein; Presencial; ZAR 465.000 - 585.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Pension scheme

Medical aid

Group life insurance

Housing allowance

Leave and sick leave

Descripción de la vacante

University of the Free State invites applications for an Office Manager in the Office of the Dean at the Bloemfontein Campus. The role focuses on diary management, coordinating meetings, travel, and administrative processes to ensure smooth operation of the office.

Ideal candidates hold a relevant degree and at least two years' experience in higher education administration, with strong MS Office skills and the ability to handle confidential information.

Formación

• Submit a detailed CV with all required documents.
• Provide qualifications or SAQA accreditation for foreign degrees.
• Include a copy of identity document.

Responsabilidades

• Manage the diary of the Dean and arrange meetings.
• Coordinate weekly planning and prioritize assignments.
• Arrange travel and accommodation for the Dean.
• Maintain office systems, filing and procurement.

Conocimientos

MS Office

Office administration

Educación

Bachelor’s degree or advanced diploma in Office Management or related field

Descripción del empleo

Job Title

Office Manager (post level 10/11): Office of the Dean (Job ID: 6677)

Organizational Unit

University of the Free State -> Faculty of Natural and Agricultural Sciences -> Office of the Dean: Faculty of Natural and Agricultural Sciences

Contract Type

Permanent

Occupational Level

Semi-Skilled

Location

Bloemfontein Campus - Bloemfontein, FS ZA (Primary)

Closing Date

9/11/2026

Description

PLEASE NOTE! INTERNAL ADVERT – ONLY APPLICANTS WHO ARE CURRENTLY EMPLOYED (PERMANENT OR FIXED TERM) BY THE UNIVERSITY OF THE FREE STATE WILL BE CONSIDERED FOR THIS POST.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED!

Requirements

To ensure your application is complete, you must submit ALL documents listed under the inherent requirements, as well as the following standard documentation:

• A detailed Curriculum Vitae.
• Copies of your qualifications, or official proof of qualifications obtained (If you hold foreign qualifications, please include SAQA accreditation).
• A copy of your identity document (South African ID or passport for foreign nationals).

Duties And Responsibilities

General Office Administration

• Manage the diary of the Dean and arrange meetings, etc.
• Responsible for conducting weekly planning with the Dean, prioritising assignments according to level of importance.
• Coordinate the diary with the UFS Calendar.
• Arrange meetings and refreshments when required.
• Arrange all travel and accommodation arrangements for the Dean.
• Manage and implement administrative steps to ensure the effective running of the office.
• Order stationery, provisions and equipment.
• Report all repairs that need to be done to the office.
• Responsible for doing internet searches when necessary.
• Complete leave and special leave forms for the Dean.
• Perform all other aspects of administrative work, e.g. typing, filing, photostats, ordering flowers etc.
• Complete requisitions.

Client support

• Receive and make phone calls, receive and send out mail, faxes and e-mails.
• Correspond with Top Management, Heads of Schools, Heads of Department, Internal staff members and external stakeholders.
• Handle all other correspondence/inquiries received.

Documentation / Records

• Keep records of all mails received and sent.
• Handle all leave forms for the Dean and keep records of all leave forms signed by the Dean.
• Keep records of all purchase orders received.

Financial Administration

• Responsible for journal transfers and all claim forms.

Inherent Job Requirements

• Bachelor’s degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7 or a three-year National Diploma on NQF Level 6 in Office Management, Office Administration or a related field.
• A minimum of two (2) years of relevant working experience in the Higher Education Sector.

Recommendations

• Knowledge of Finance and Human Resources systems, policies and procedures.

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 carefully analyse information and use logic to address issues and problems at work.
• 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 be cooperative with others, display a good-natured attitude and encourage people to work together.
• Building Coalitions:
• The ability to interact with others and establish personal connections with people.
• The ability to make decisions through consultation, collaboration and working with close supervision.

Assumption Of Duties

1 January 2027

Closing Date

9 November 2026

Salary

The annual remuneration package, including benefits is R 464 881.91 – R 585 070.51, 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 051 401 9813 or email [e-mail]. Additionally, kindly contact 051 401 7659 / 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 Plan is available at:

ufs-employment-equity-plan_2025.pdf

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.