Office Manager (Post Level 11) at University of the Free State

Duties and responsibilities:
Support to the Dean

• Provide a professional service to the Dean’s office by attending to all telephonic, email, and other inquiries to the Dean.
• Provide an effective interface between the office of the Dean and members of the University community, public, private, and community organisations, and business and government sectors.
• Provide support to the Dean by dealing with or referring inquiries.
• Contact and liaise with internal and external visitors and staff members who enter the Dean’s office in a friendly and professional manner. This includes screening of visitors to the Dean’s office.
• Help other staff of the Dean’s office as and when required, to guide visitors, take messages, and make phone calls.
• Total management of the diary of the Dean, including setting up meetings with relevant departments, committees, and or external stakeholders. Making, cancelling, or rescheduling appointments as needed to accommodate important commitments.
• Ensure that the diary is kept up to date.
• Compile the Dean’s daily programme, ensuring that he/she is familiar with it and that all the relevant documents are available.
• Alert the Dean to urgent and important matters on a day-to-day basis.
• Scrutinise and record details of all incoming mail, print out relevant messages, and prioritise according to urgency, and redirect inappropriately addressed mail to the correct quarter.
• Investigate complex queries and prepare responses/reports for the Dean.
• Maintain a pending system for following up previous correspondence and referring items to the Dean for follow-up action.
• Maintain confidentiality when dealing with sensitive and confidential information.

Office Administration

• Deal with general administration, including typing, dispatching faxes, emails, correspondence, reports, directives, schedules, references, and other documentation.
• Maintain a register of leave applications for other staff reporting to the Dean, including an overseas/special leave register of all Faculty staff.
• Ensure office compliance with safety regulations and arrange for maintenance and repairs when necessary
• Maintain a filing system.
• Monitor telephone accounts of staff reporting to the Dean and bring any discrepancies to his/her attention.

Financial Administration

• Arrange travel and accommodation bookings for the Dean.
• Obtain and appraise quotes and process orders for all office requirements.
• Generate and process invoices and other payments relating to purchases, renewal of subscriptions, subsistence and travel, etc.
• Liaise with the Finance Department to transfer funds to the required allocation code.

Inherent requirements:

• Bachelor’s degree or a Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF level 7 or a 3-year National Diploma on NQF Level 6 in Office Management / Administration or closely related field. 
• Minimum of two (2) years of relevant administrative experience.

Recommendations:

• Three (3) years of relevant administrative experience.
• Knowledge of the PeopleSoft system, especially Finance and Human Resources systems.
• Knowledge of the procedures of the Faculty and the University (including financial procedures, faculty and UFS rules, human resources policies and procedures, and budgeting processes).
• Understanding of staff management and leadership.

Competencies

Required competencies: 

Results Orientated:

• The ability to cope with a frequently changing environment and to adapt to evolving situations. 
• The ability to deal calmly and effectively with high stress 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 be cooperative with others, display a good-natured attitude and encourage people to work together.

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.

28/7/2026