Off-Campus Accommodation Administrator (Post Level 13) at University of the Free State

Duties and responsibilities
Administration: Evaluation and Applications:

• Ensure all documentation is filed according to the list of required documents for accreditation.
• Verify the correctness of the submitted documentation.
• Ensure all incomplete applications are highlighted /outlined for every student address or application.
• Contact all Service Providers with incomplete applications and notify them of the outstanding documents.
• Update the list of all applicants and create a database for those with provisional and full accreditation status.
• Compile an inspection schedule of applications for the accreditation of Off-Campus student addresses.
• Fill all the inspection schedules.
• Assist with the verification of Off-Campus accommodation.
• File and record keeping of all correspondence with service providers/ students/ SAPS/ Mangaung Metro and all other parties.
• Request the availability of accommodation from Off-Campus accredited Service Providers and update regularly.
• Follow up on updated reports from the police/neighbourhood watch for the specific area.
• Follow up regarding the withdrawal of accreditation by applicants and provide them with the correct information on the reapplication for accreditation.

Communication:

• Respond and send emails to all accredited addresses managed by Off-Campus Accommodation Service Providers.
• Answer the phone; deal with enquires relating to accredited Off-Campus Accommodation addresses and take messages.
• Liaise with potential Off-Campus Accommodation Service Providers, students and visitors as well as answering queries.
• Inform the Off-Campus Accommodation Service Providers on the policies, procedures, protocols and directives of the UFS applicable to them.
• Deliver (via email) correspondence documentation to potential Off-Campus Accommodation Service Providers for accreditation.
• Confirm the submission of the application for accreditation by the Service Provider.
• Send communication to Service Providers regarding the outcome of the inspection.
• Set up meetings with the Service Providers of accredited addresses and the Mangaung Metro.

Inspections:

• Confirm availability of Service Providers for pre- and post-inspections.
• Conduct inspections for applicants who comply with a minimum of 90% of the required documents for accreditation as approved by the officer for Off-Campus accommodation.
• Ensure that all inspections are conducted as per the inspection checklist provided by the officer for off-campus accommodation.
• Compile a report for each inspection conducted and its findings.
• Compile a weekly summary report on the outcome of the inspections conducted.

Inherent requirements:

• Grade 12 or national vocational certificate on NQF Level 4 (attach a copy).
• A minimum of one (1) year’s relevant working experience related to the duties and responsibilities.
• A valid driver's license (attach a copy).

Recommendations:

• A relevant bachelor’s degree on NQF Level 7 or a relevant three-year national diploma on NQF Level 6 in an Office Administration-related field.
• Postgraduate qualification. 
• Experience in building inspections. 
• Experience in construction projects.
• Experience interpreting building plans.
• Basic knowledge of relevant building legislation. 
• Basic knowledge of rezoning/ consent use protocols.