Office Manager (post level 10/11) at University of the Free State

Duties and responsibilities:

General office operations (including secretarial and reception services):

•  Provide administrative and secretarial support to the Senior Director: Communication and Marketing.
•  Manage the Senior Director’s diary extensively by organising the daily/weekly/monthly commitments and ensuring that all the commitments are honoured.
•  Handle correspondence (incoming calls and messages, emails) and respond to queries as appropriate.
•  Receive and welcome visitors.
•  Ensure that the office is adequately provisioned.
•  Maintain the reception area in the office of the Senior Director.
•  Maintain a filling system.
•  Arrange travel and accommodation for the Senior Director during official business trips and conferences.
•  Report and control maintenance work in the office of the Senior Director and the reception area.

 Perform limited financial duties.
 
General administration (including meeting administration):

•  Ensure the work within the division is aligned with university procedures, processes, and policies.
•  Compile agendas, registers, take minutes at meetings, disseminate and file for accurate record keeping.
•  Administer procurement of operational and capital items to enable efficient functioning in the Senior Director’s office.
•  Maintain the department’s registers.
•  Coordinate workshops, functions, conferences, team building, etc, as per the requirements of the Senior Director and the department.
•  Ensure that the booked venues comply with the Occupational Health and Safety protocols.
•  Ensure that documentation is kept safely and securely to maintain confidentiality.
•  Handle the department’s leave schedule. 
•  Handle all correspondence (diarising, documentation, letters, and liaising with the Department of Human Resources) and arrangements for shortlisting and interviews.
•  Compile, administer, and distribute relevant reports for various committees and forums.
•  Draft, compile, and submit monthly/quarterly and annual reports.
•  Support projects/event/campaigns of the Department of Communication and Marketing when needed.

Stakeholder engagement:

•  Maintain a trusting and open relationship with the other departments within the UFS and with 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/ 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.
•  Minimum of two (2) years’ relevant working experience relating to the duties and responsibilities.

Recommendations

•  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.  

Competencies
Key Competencies Required:

 Results oriented.

•  The ability to set high standards, establish tough goals, and to work to achieve success.
•  The ability to cope with a frequently changing environment and to adapt to evolving situations. 

 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.

 Leading.

•  The ability to maintain high levels of personal motivation, energy and enthusiasm.
•  The ability to lead, take charge of situations, and offer opinions and directions to others. 

 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.