University of the Free State Administrative / Secretarial Jobs in Free State
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Duties and responsibilities:
- Provide an effective interface between the Office of Legal Services, Student Discipline and Mediation (SDM) and members of the University community, public, and private sectors as well as government sectors.
- Ensure that necessary documentation is available to the Assistant Director: Legal and SDM for meetings/appointments.
- Draft, format, edit and amend legal documents/reports and open complaint files as requested.
- Implement and keep the disciplinary case register updated.
- Maintain a pending system for follow-up of previous correspondences and forward items to the Assistant Director: Legal Services and SDM for follow-up action.
- Arrange for asset maintenance and repairs when necessary.
- Develop and maintain effective systems for the storage and retrieval of information and documents as per POPIA.
- Procure and adapt computerised information to meet office support and management needs for record-keeping and correspondence.
- Serve as a resource person to staff in utilising the system for projects, on-going information processing, and case management functions.
- Arrange all travel and accommodation bookings for the Officers of the SDM.
- General office administration including organising departmental team meetings, minute taking, accurate management of electronic diary, scheduling of meetings and updating of the diary at all times.
- Monitor the entities of the Assistant Director: Legal Services and SDM to ensure there is a sufficient budget and assist with the management of the budget.
- Obtain quotes and process orders for equipment, stationary and all other office requirements and record keeping of all purchases made.
- Create requisitions for catering, venue booking, and travelling amongst others.
- Process invoices and other payments relating to purchases.
- Arrange for journal transfers when necessary.
- Keep financial register updated for Adhoc claims of interpreters/external panel service providers (Monitor capped amounts).
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Inherent Job Requirements:
- Grade 12 or National Vocational Certificate on NQF level 4.
Recommendations:
- Three (3) year National Diploma on NQF level 6 or Bachelor’s degree / Advanced Diploma / B.Tech degree on NQF level 7 in office management or administration.
- Two (2) to three (3) years of working experience related to the duties and responsibilities.
Key Competencies:
Results Orientated
- The ability to stick with tasks, not give up, and overcome obstacles in completing one’s task.
- The ability to be reliable, responsible, dependable and fulfil obligations.
Strategic Thinking
- The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.
- The ability to plan work and to follow plans.
Business Acumen
- The ability to adhere to rules and strictly follow work regulations.
- Proficient in the use of MS Office and MS Outlook.
- In-depth knowledge and experience in word-processing, PowerPoint and Microsoft Excel (spreadsheets) and Outlook
- Understanding/knowledge of higher education policies and procedures
- Ability to determine work priorities
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.
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Required Documents
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 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).
Salary:
The annual remuneration package, including benefits, is R198 670.72 – R333 081.64 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.
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