Office Manager at University of the Free State

Duties and responsibilities:

Support to the Deputy Director of the Institutional Governance Office

• Provide a professional service to the Deputy Director's office by attending to all telephonic, email and other enquiries to the Deputy Director.
• Provide an effective interface between the office of the Deputy Director and members of the University community, public, private and community organisations, and business and government sectors.
• Provide support to the Deputy Director by dealing with or referring enquiries.
• Contact and liaise with internal and external visitors and staff members who enter the Deputy Director's office in a friendly and professional manner. This includes screening of visitors to the Deputy Director's office.
• Provide assistance to other staff of the Deputy Director's office as and when required, to guide visitors, take messages and make phone calls.
• Manage the diary of the Deputy Director, including setting up meetings with relevant departments, committees, and or external stakeholders. Make, cancel or change appointments when necessary to accommodate important commitments.
• Ensure that the diary is kept up to date.
• Compile the Deputy Director's daily programme, ensuring that he/ she is familiar with it and that all the relevant documents are available.
• Alert the Deputy Director 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 Deputy Director.
• Maintain a pending system for following up on previous correspondence and referring items to the Deputy Director for follow-up action.
• Maintain confidentiality when dealing with sensitive and confidential information.

Operational Support

• Oversee the development of the annual calendar for the Division of Student Affairs, Sport, Arts and Culture (DSASAC) and the Institutional Student Governance Office (ISGO). This includes ensuring meticulous planning and coordination for a seamless schedule of events, initiatives, and key deadlines throughout the year.
• Oversee the branding and management of departmental equipment for the Division of Student Affairs on South Campus and the Institutional Student Governance Office.
• Ensure office compliance with safety regulations and arrange for maintenance and repairs when necessary.

Office Administration

• Deal with general administration, including typing, dispatching faxes, emails, correspondence, reports, directives, schedules, references and other documentation.
• Draft letters and reports for the Deputy Director.
• Co-ordinate and assist with the drafting of the annual SGO/DSASAC South Campus reports.
• Prepare and draft material, including electronic presentations.
• Maintain a register of leave applications for other staff reporting to the Deputy Director including overseas / special leave register of all SGO/DSASAC South Campus staff.
• Manage the service workers in the Office of the Deputy Director.
• Co-ordinate feedback on university calendar from SGO/DSASAC South Campus to Top Management.
• Co-ordinate SGO/DSASAC South Campus calendar and venue bookings for key SGO/DSA South Campus meetings.
• Maintain distribution lists on MS Outlook for the Deputy Director's Office.
• Arrange and co-ordinate key SGO/DSA South Campus events.
• Assist with the administration of SGO/DSASAC South Campus promotions.
• Arrange for the update of the website.
• Maintain filing system.
• Organise small events for the SGO/DSASAC South Campus.
• Monitor telephone accounts of staff reporting to the Deputy Director and bring any discrepancies to his/her attention.
• Acquire quotes, create and process requisitions for the Deputy Directors' projects/events/programmes, including the South Campus Commuter Student Bus Service.

Financial administration

• Arrange travel and accommodation bookings for the Deputy Director.
• Administrate the budget and compliance check and administer the SGO Manager's financial requests for approval of the HOD.
• 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.
• Provide guidance on the procurement process and understanding of university policies related to procurement and Creditor finances.
• Process and create Requisitions for issuing of Purchase Orders for the HOD expenses.
• Monitor and keep records of all SGO entities' balances.
• Liaise with the Finance Department to transfer funds to the required allocation code.
• Purchase assets for the entire department, keep a record of all purchases and ensure that there are sufficient funds before purchasing
• Administer the South Campus Commuter Student Bus service.

Meeting administration

• Deal with all meeting administration including preparing agendas, circulating documentation to committee members, taking minutes of meetings.
• Co-ordinate meetings including booking of venues, ordering of catering, preparing documentation.
• Type and check final minutes, arrange duplication and despatch to relevant members.
• Extract minutes/ reports and refer them to other committees / persons where actions are required.
• Prepare, distribute and follow up on action lists.
• Attend relevant meetings in advisory capacity.
• Schedule meetings to ensure all parties receive invitations.

Inherent requirements:

• Bachelor’s degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7 or a three-year national diploma on NQF Level 6 relating to the duties and responsibilities set out above. 
• Minimum of one (1) year’s relevant working experience related to the duties and responsibilities.

Recommendations:

• A minimum of two (2) years relevant experience in Office Management in a Higher Education environment. 
• Knowledge of university systems, policies, procedures.
• A valid driver’s licence (attach a copy).