The University of the Free State invites suitably qualified candidates to apply for Assistant Officer vacant post.
Position: Assistant Officer (Job ID: 5480)
Organizational Unit: University of the Free State -> Registrar -> Deputy Registrar: Governance and Policy -> Records Management
Contract Type: Permanent
Occupational Level: Semi-Skilled
Location: Qwaqwa Campus – Qwaqwa, FS ZA (Primary)
Closing date: 23 October 2023
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.
Duties and responsibilities:
Administration
• Operate office machines, such as photocopiers, scanners, and personal computers.
• Maintain filing system, manage inventory, sort mail, and manage database for registered mail
manually.
• Type, format, proofread, and edit correspondence and other documents.
• Retrieve and update student records.
• Collect and or prepare mail to and from the Post Office.
• Prepare records for scanning and offsite storage.
• Scrutinise and record all incoming mail and sort it for delivery.
• Record details of outgoing mail.
• Collect and frank all official outgoing mail with the franking machine, or, alternatively, prepare mail
to be sent to the Bloemfontein Campus to be franked.
Correspondence/ Client Relations
• Provide records from archives as required.
• Liaise with departments about mail that has to be collected and posted.
• Handle general enquiries at the counter and telephonically.
• Answer telephone calls, direct calls, and take messages.
• Contact clients to respond to enquiries.
• Liaise with UFS students about various postal needs.
Records Management
• Receive documents for scanning/archiving.
• Check the archive list against documents to be archived and/or scanned.
• Manage archives.
• Arrange with the offsite storage facility to collect archives.
• Keep a record of archived documents.
Inherent Job requirements:
• Grade 12 or National Vocational Certificate on NQF level 4
• Valid driver’s licence: Code 8 or C1.
Recommendations:
• Two (2) years of relevant experience.
• Experience in a higher education environment will serve as a recommendation.
Competencies
Key Compentencies required:
• Results-oriented:
– The ability to cope with a frequently changing environment and to adapt to evolving situations.
– The ability to be reliable, responsible, dependable and 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:
– Proficient in using MS Office.
• Leading:
– 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 interact with others and establish personal connections with people.
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).
Assumption of duties:
01 January 2024.
Closing date:
23 October 2023
Salary:
The annual remuneration package, including benefits, is R 211,391.43– R 354,408.50 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 9810 or email [email protected] or [email protected]. Additionally, kindly contact 051 401 9813 /9814/ 2979/ 9848 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.
The UFS will only consider applications of candidates who meet all the inherent requirements of the position.
KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll