Senior Assistant Officer (post level 12) (Job ID: 5629) at University of the Free State

Duties and responsibilities:

Administrative Duties 

• Plan the diaries for mental health professionals. 
• Screen students before referring to the social worker. 
• Provide administrative support to the social worker and SCD. 
• Open client files and filing duties. 
• Capture data on an electronic system. 
• Respond to e-mails. 
• Responsible for general office administration. 
• Order Office Supplies. 
• Book meetings when necessary. 
• Compile agendas and minutes. 
• Make travel arrangements and accommodation. 
• Prepare and manage student correspondence. 
• Distribute food packs to students. 
• Assist with SCD Projects as needed.
• Assist with Student Affairs administrative matters where needed. 

Reception Duties 

• Receive clients at reception and attend to department telephone calls/appointments/enquiries. 
• Schedule appointments and notify the mental health professionals of client arrivals. 
• Quality control of the reception area. 
• Collaborate with a student administrative intern. 
• Accept Office deliveries. 
• Deal with correspondence and queries. 
• Assist with reception duties at SCD, QwaQwa campus, where needed. 

Financial Administration 

• Manage the financial entities in collaboration with the Director: SCD. 
• Bill (Invoices). 
• Perform Service Requests. 
• Request Quotes /Ordering and preparing Requisitions. 
• Budget - With Director. 
• Basic bookkeeping of expenditure. 
• Order office supplies, stationery, and equipment. 
• Capture, approve, report and follow up on job requests for maintenance and repairs where needed. 
• Generate cost centre reports. 

Inherent Job Requirements:

• A relevant 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. 
• A minimum of One (1) year relevant working experience relating to the duties and responsibilities.

Recommendations:

• Two to three years’ experience in working with students, or young adults, in an administrative manner.
• Proven experience in working with Microsoft Programmes.
• Proven experience in working with financial systems and programmes. 
• Effective Time Management Skills and ability to work under pressure. 
• Excellent interpersonal and communication skills and ability to function with ease in a professional team.
• Sesotho and/or Zulu speaking 
• Experience in working with students in a counselling setting within Higher Education 
• Experience in working with the UFS financial systems.