University Of Free State Is Hiring: Senior Assistant Office


KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website:  – Applications submitted through any other platform will not be considered. 

Duties and responsibilities:

General Office Administration

Provide administrative support to the Head of the centre.

Manage the head’s diary and DiMTEC email address ([email protected]).

Handle general and student enquiries.

Responsible for general office administration and operations, including receiving visitors.

Responsible for compiling and processing of the centre’s Annual Report.

Responsible for meeting administration.

Manage the centre’s meeting schedules and agendas, take minutes and minute archives.

Share  vital information with stakeholders, students, and personnel.

Compile and keep an updated email group for each student program.

Gather and update Alumni information.

Manage Postgraduate Student Administration

Responsible for the management of application enquiries, student enquiries and program enquiries.

Responsible for downloading all postgraduate applications, contributing to the selection process and processing outcomes.

Compile and manage students, applications and process forms towards the qualification.

Monitor communication between students and study leaders and track progress.

Keep an updated data base with all communication between students and study leaders.

Manage the centre’s information management system.

Manage Centre Exams

Collect and collate exam questions from lecturers.

Responsible for the confidentiality and management of past and current exam question papers.

Responsible for compiling, confidentiality, and management of student exam answer scripts.

Liaise with NAS Exams.

Responsible for examination forms.

Manage enquiries and communication with lecturers and students concerning marks.

Compile, communicate and renew moderator, ad hoc lecturers and examiners appointments.

Manage Gradebook

Manage changes, update the centre Gradebook system.

Capture and calculate all the programs’ module assignment marks, semester marks, exam marks and final marks.

Capture of all program’s module assignment marks, semester marks, and exam marks on Gradebook.

Responsible for the management, changes, calculations and updating of Gradebook Weights and module additions.

Sole custodian for the centre’s Gradebook.

Manage RIMS

Communicate with staff regarding publications throughout the year.

Manage and capture all research outputs, chapters in books, conference proceedings etc., for all researchers in the department.

Manage documentation and archives of all centre RIMS.

Human Resources Administration

Compile, update, and renew all contracts for DiMTEC Lecturers, Affiliated Professors and Research Assistants.

Liaise with the Dean’s office (NAS Contracts) and UFS HR office.

Manage and update information system of stakeholder and client base, Curriculum Vitae, contact information of stakeholders, lecturers, examiners, and moderators.

Inherent requirements:

Grade 12 or national vocational certificate on NQF Level 4.

One (1) year’s relevant working experience relating to the duties and responsibilities.


Experience working within administration, especially in an academic environment.

Knowledge of university systems, policies and procedures.

General administration skills.

Knowledge of Microsoft programmes.


Required competencies:

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 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.


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 negotiate, sell, influence and to persuade others.

The ability to be self-assured and at ease with people in all types of social situations.

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 March 2024 or as soon as possible thereafter

Closing date:07 February 2024


 The annual remuneration package, including benefits is R 354,408.50– R 444,721.26 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.


For enquiries, please feel free to contact 051 401 7659 or email [email protected]  or [email protected]. Additionally, kindly contact 051 401 2979/ 9810/ 9813 for assistance

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