Ad Hoc Academic Administration Support Staff at University of the Free State

Duties and responsibilities:

Chief Invigilator 

• Set up and test all camera equipment prior to the commencement of each examination session.
• Collect examination question papers from the Examination Offices in accordance with prescribed procedures.
• Prepare and organise examination venues to ensure readiness prior to each session.
• Announce start and end times and ensure the exam runs according to the scheduled duration.
• Communicate clear and accurate examination announcements to students.
• Monitor examinations for irregularities
• Provide verbal and written reports (e.g. by email or Word document) on examination irregularities in accordance with established protocols.
• Coordinate and ensure that invigilators attend to invigilation duties.
• Coordinate the electronic capturing of student attendance slips after examinations and submit within 24 hours.
• Verify and authorise invigilators’ claim forms in line with applicable requirements.
• Complete and submit required digital report forms accurately and timeously.
• Maintain and organise examination storage areas to ensure cleanliness and order.
• Submit and account for examination scripts, reports, and related documentation after each session.
• Ensure compliance with electronic documentation submission requirements to the Examination Office following each session.
• Have the physical ability to carry exam papers to and from the examination venue.
• Report to the Chief Officer: Examinations

Invigilator

• Report and register attendance at the designated examination venue in accordance with prescribed procedures.
• Assist with the preparation and setup of the examination venue to ensure it is ready for candidates.
• Adhere to and support the implementation of the invigilation duty schedule.
• Manage and control student admission to the examination venue in line with established regulations.
• Distribute examination question papers accurately and efficiently.
• Collect and verify completed attendance forms.
• Supervise and monitor students throughout the examination to ensure compliance with examination rules.
• Collect and secure all answer scripts at the conclusion of the examination.
• Reconcile and verify answer scripts against attendance records to ensure completeness and accuracy.
• Identify, manage, and report (verbal and digital) examination irregularities in accordance with prescribed procedures.
• Complete and submit invigilation claim forms in line with institutional requirements.
• Monitor live video feeds to ensure continuous and clear visibility of all students.
• Verify camera positioning and coverage to ensure full compliance with examination requirements.
• Identify and flag any suspicious behaviour or potential examination irregularities observed on camera.
• Maintain continuous surveillance throughout the examination to uphold academic integrity.
• Communicate promptly with chief invigilator regarding any concerns or incidents.
• Ensure proper functioning of all technical equipment and report any faults or disruptions immediately.
• Complete and submit all required reports and documentation after each examination session.
• Having the physical ability to carry exam papers to and from the examination venue
• Report to the Chief Officer: Examinations

Administrative Support Assistant

• Successful applicants may be deployed, based on operational requirements and suitability, across one or more academic administration support functions within Examinations, Graduation Administration, and Curriculum Administration.

Examination Administration

• Capture student attendance slips and provide these to examination staff for quality assurance and loading onto PeopleSoft

Graduation Administration

• Oversee and execute the preparation and dismantling of graduation venues, ensuring full readiness prior to events and proper closure thereafter.
• Coordinate and support the transportation, arrangement, and organisation of equipment and materials to facilitate efficient operations.
• Provide on-site operational support to the Graduation Team during ceremonies to ensure the seamless execution of proceedings.
• Respond promptly and effectively to ad hoc operational requirements, demonstrating adaptability and reliability in a dynamic environment.
• Deliver general physical and logistical support throughout graduation sessions to maintain operational efficiency.
• Complete and submit administrative assistant claim forms in accordance with institutional policies and procedures. 
• The ability to stand and walk for extended periods.
• Report to the Senior Officer: Graduations
• Report to the Chief Officer: Examinations.

Curriculum Administration

• Conduct periodic audits of lecture venues to ensure compliance with institutional standards.
• Audit venue allocations against the Central Class Timetable.
• Identify and report overbookings, underutilisation, or scheduling conflicts.
• Maintain accurate records of all venue audits conducted.
• Provide feedback and guidance on venue usage and optimisation.
• The ability to stand and walk for extended periods
• Report to the Senior Officer: Curriculum Administration

Inherent requirements:

• Senior Certificate (Grade 12) on NQF Level 4 (attach a copy).
• Computer literacy and proficiency in basic digital tools. 
• Ability to perform the functions of the relevant role category independently and reliably.

Recommendations:

• Strong attention to detail, effective communication skills, time management, and a high level of reliability.
• Suitability for appointment in a role requiring confidentiality, trustworthiness, and adherence to examination integrity standards.
• Demonstrable experience in one or more of the listed role categories.
• Demonstrated willingness and ability to perform in one or more of the listed role categories, subject to operational requirements and suitability. 
• Availability during peak academic administration periods. 
• Partially or fully completed post-matric studies at NQF Level 5 or higher level.