Senior Assistant Officer

University of the Free State; Bloemfontein; On-site; ZAR 388 000 - 488 000; Full time

Job summary

A prominent educational institution in Bloemfontein is seeking a Senior Assistant Officer to provide administrative support to the Head of Department. Tasks include managing correspondence, handling departmental finances, and assisting with academic staff requirements. A Bachelor’s degree and relevant experience in a higher education setting are essential. This role offers a competitive salary package and various benefits as part of the remuneration.

Benefits

Pension scheme

Medical aid scheme

Housing allowance

Qualifications

• Minimum of one year’s relevant work experience in a higher education environment.
• Bachelor’s degree in one of the Faculty of Economic and Management Sciences disciplines.

Responsibilities

• Provide secretarial support to the Head of Department.
• Investigate complex queries and prepare responses for the HOD.
• Coordinate scheduling and communication within the department.
• Monitor expenditure against the departmental budget.
• Assist with postgraduate application processing.

Skills

Knowledge of MS Office

Effective communication

Organizational skills

Problem-solving

Education

Bachelor’s degree on NQF Level 7

Tools

PeopleSoft

SharePoint

Blackboard

Job description

Senior Assistant Officer (post level 12) (Job ID 6334)

Organizational Unit: University of the Free State → Faculty of Economic and Management Sciences → Department Industrial Psychology

Contract Type: Permanent

Occupational Level: Semi‑Skilled

Location: Bloemfontein Campus - Bloemfontein, FS ZA (Primary)

Closing Date: 26/1/2026

Description

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. The system allows a maximum of eight attachments. To avoid upload issues, we recommend merging some or all documents into fewer files before submitting.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED! 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).
• Confirmation of employment in the form of a letter, appointment contract, service certificate, or recent payslip from your current or most recent employer (applicable to external applicants only).

Duties and responsibilities

• Provide secretarial and administrative support to the Head of Department (HOD).
• Provide an effective interface between the department and members of the University community, public, private and community organisations, and business and government sectors.
• Investigate complex queries and prepare responses/reports for the HOD.
• Maintain a pending system for following up previous correspondence and referring items to the HOD for follow-up action.
• Provide general administrative support to departmental academic staff for teaching and research activities.
• Coordinate scheduling, correspondence, and communication within the department.
• Responsible for the ordering of departmental stationery and day‑to‑day amenities.
• Maintain accurate and accessible departmental documentation and filing systems.
• Assist academic staff with travel bookings, reimbursement claims, and procurement.
• Coordinate room bookings and logistical arrangements for academic staff.
• Coordinate the departmental calendar and venue bookings for key departmental meetings
• Process departmental financial requisitions, purchase orders, and reimbursements in accordance with university policy.
• Purchase assets for the department, keep a record of all purchases, update the asset register and ensure that there are sufficient funds before purchasing.
• Monitor expenditure against the departmental budget and provide regular summary reports.
• Coordinate HR‑related documentation, including part‑time appointments, leave tracking, and claims.
• Maintain departmental inventory and oversee office logistics.
• Act as a first point of contact for postgraduate enquiries.
• Assist with postgraduate application processing.
• Assist and support the Programme Director and prospective and current postgraduate students with registrations and examinations.
• Be responsible for the coordination and quality control of the final submission of a mini dissertation for examination for all structured master’s students in the department.
• Coordinate the post‑examination process (handle final corrections and reports).
• Administer the arbitration process, if necessary.
• Provide support for graduation processes.
• Coordinate departmental marketing activities with the Faculty Marketing Office.
• Manage departmental web content and social media updates.
• Organise departmental participation in open days, seminars, and faculty events.
• Plan and organise departmental functions, workshops, and public & guest lectures.
• Prepare meeting documentation and maintain accurate records of departmental decisions and reports.
• Provide administrative support for departmental research activities.
• Capture and maintain departmental research data on the Research Information Management System (RIMS).
• Compile reports on departmental research outputs and activities.
• Coordinate the logistics for research seminars, conferences, and grant‑related visits

Inherent requirements

• Bachelor’s degree on NQF Level 7 in one of the Faculty of Economic and Management Sciences disciplines.
• A minimum of one (1) year’s relevant work experience in a higher education environment, related to the duties and responsibilities.

Recommendations

• Knowledge of MS Word, Access, Outlook, Excel, PeopleSoft, SharePoint, RIMS, and Blackboard.
• Knowledge of the Faculty’s curricula, Faculty and UFS General Rules.
• A sound knowledge of the Acts that impact the Higher Education sector.
• Knowledge of university systems, policies, procedures.

Competencies: Required competencies

• 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 using 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 sensitive and understanding to the needs and feelings of others.
• The ability to interact with others and establish personal connections with people.

Assumption of duties

As soon as possible.

Closing date

26 January 2026

Salary

The annual remuneration package, including benefits is R 388,426.59– R 487,479.38 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 051 401 2558 or email [e-mail] or [e-mail]. Additionally, kindly contact 051 401 2979 / 9813 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: EEA13Report_UNIVERSITY OF THE FREE STATE FINAL SEP 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.