University of the Free State Administrative / Secretarial Jobs in Free State
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Duties and responsibilities:
- Responsible for general office administration and operations including but not limited to:
- Provide administrative support and secretarial services to the department and line manager.
- Welcome and direct visitors and students to the appropriate staff members.
- Receive parcels from courier and other services.
- Receive, direct and relay telephone calls and messages.
- Handle general enquiries.
- Dispatch parcels/courier services.
- Scrutinise and record the incoming mail and categorise it into priority of urgency.
- File finance and HR related documents.
- Responsible for meeting administration.
- Responsible for departmental events: Catering, transport, preparation of venue.
- Responsible for travel and accommodation arrangements for external examiners/moderators, lecturers, Post Docs and PhD students.
- Assist with Travel Insurance.
- Control the stock register.
- Assist with typing as requested from lecturers from time to time.
- Follow-up of previous correspondence and pass items to line manager to follow-up.
- Request and appraise quotations.
- Capture requisitions for outstanding vendors and approve requisitions (internal e.g., Paintwork, plumbers, etc)
- Receive Purchase Orders from provisioning/finances and provide it to the suppliers.
- Process invoices for payments of service providers.
- Create and distributes invoices.
- Capture and manage employee claims.
- Capture, approve, report and follow up on job requests for maintenance and repairs where necessary.
- Purchase and order office supplies, stationery and equipment.
- Manage and administer the asset register.
- Assist with the recordkeeping of leave applications.
- Assist with Special leave applications for overseas.
- Assist and manage the administration of new appointments within the Department.
- Monitor the submission of study guides, assignments and tests for module files.
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Inherent Job Requirements:
- Grade 12 on NQF Level 4.
- One (1) year’s relevant working experience relating to the duties and responsibilities.
Recommendations:
- Experience within the higher-education environment.
- Knowledge of university systems, policies, procedures.
Competencies
- Key Competencies Required:
Results oriented:
- The ability to be reliable, responsible, dependable and to fulfil obligations.
- The ability to deal calmly and effectively with high stress situations.
Strategic thinking:
- The ability to deal with several activities at a time.
- The ability to be creative and open-minded when addressing work issues.
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 be self-assured and at ease with people in all types of social situations.
- The ability to be sensitive and understanding to the needs and feelings of others.
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Required Documents
- Please ensure that all relevant documentation is attached to your application.
- A detailed curriculum vitae and cover letter.
- Copies of qualifications (please provide the SAQA accreditation in the case of foreign qualifications).
- A copy of your identity document (ID or passport in the case of foreign nationals).
- Proof of registration with a Professional Body (if applicable).
- A copy of your driver’s license (if applicable).
- Confirmation of employment from current employer / last employer if unemployed (only applicable to external applicants).
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