Office Manager: Office of the Dean (post level 11): Faculty of Theology and Religion - (1024) at University of the Free State

Duties and responsibilities:

​​Provide an effective and professional reception/interface between the office of the Dean and members of the university community, public, private and community organisations, churches, business and government sectors.

• Provide effective support to the Dean by handling general enquiries, telephone calls, dealing with or referring enquiries, as well as arranging travel and accommodation bookings for the Dean.
• Manage the diary of the Dean, which includes schedules of appointments, and setting up meetings with the relevant departments, committees and/or external stakeholders.
• Deal with general administration, including typing and dispatching e-mails, correspondence, reports, directives, schedules, references, filing and other documentation.
• Circulate documents to Academic Departmental Heads/committees/persons where action is required.
• Scrutinise incoming mail of the Dean (where required) and prioritise according to urgency. 

Maintain a pending system for following up on previous correspondence and refer items to the Dean for follow-up action.

• Investigate complex queries and prepare responses/reports for the Dean.
• Draft letters, reports and PowerPoint presentations to assist the Dean.
• Compile agendas, registers, take minutes at meetings, disseminate and file for accurate record keeping as required.
• Assist with the annual report compilation in consultation with the Dean, marketing officer and HOD’s.
• Capture the financial administration (requisitions, ad hoc claims, employee claims, invoices and billing) of the Office of the Dean.
• Obtain and appraise quotes, capture requisitions, receive purchase orders and provide them to the suppliers and creditors for all Office of the Dean requirements.
• Purchase office supplies for the Office of the Dean.
• Assist other staff of the Dean's office as and when required by receiving visitors, taking messages and making phone calls.
• Administer facilities management and maintenance within building and lecture venues managed by the Faculty as required and reported in consultation with the Faculty Manager.
• Support projects/events/campaigns, conferences, prestige lectures, and Faculty events (e.g., Theological Day, Open Day, Prize giving function) within the Office of the Dean and assist with the marketing of the Faculty in this capacity in consultation with the Marketing officer and Faculty Manager.
• Administer and purchase assets for the Office of the Dean, keep a record of all purchases and ensure that there are sufficient funds budgeted for before purchasing items.
• Maintain and update the shared folders policy file in consultation with the Dean and Faculty Manager.
• Administer tenders and asset disposals within the Faculty.
• Administer and monitor Xerox/Sharp Photostat machines.
• Perform additional duties that are important for the functioning of the Faculty, as delegated by the Dean/Faculty Manager.
• Maintain a trusting and open relationship with the other departments within the UFS and other stakeholders regarding the department’s operations.
• Build and maintain good and professional relationships with internal and external stakeholders.
• Act as a liaison between the department and other business units at the university.

Inherent Job Requirements:

• BA in Business Administration/ Bachelor of Administration/ BTech degree in Office Management/ Postgraduate Diploma in Business and Information Admin on NQF Level 7 or a three-year National Diploma in Office Management and Technology on NQF Level 6 or closely related qualification.
• A minimum of two (2) years relevant working experience relating to the duties and responsibilities.

Recommendations:

• A valid driver’s licence.
• Knowledge of university systems, policies, and procedures.
• Work experience in the higher education environment.
• Understanding of the provisions of relevant legislation and protection of information and confidentiality.
• Effective written communication skills.  
• Experience in PeopleSoft (Financial System).
• Experience in PeopleSoft Human Resources

Competencies
Key Competencies Required:

Required Documents

Results Orientated:

• The ability to set high standards, establish tough goals, and to work to achieve success.
• 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 plan work and to follow plans.

Business Acumen:

• Proficient in using MS Office. 

Leading:

• The ability to maintain high levels of personal motivation, energy and enthusiasm.

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.