Senior Assistant Officer: Social Support (Post Level 12) at University of the Free State

Duties and responsibilities

Social Support:

• Bereavement support
• Support families and friends in collaboration with other DSA departments.
• Ensure that affected individuals receive timely and appropriate assistance.
• Provide support as outlined in the student crisis, deaths, and funeral support protocol.
• Enhance student experience and wellbeing through the provision of services in collaboration with DSA departments and university-wide stakeholders.
• Represent SSO on the Qwaqwa campus: Qwaqwa campus DSA monthly meetings, departmental presentations, committees, forums, and Task Teams established at Qwaqwa campus and feed into the DSA Qwaqwa campus report.
• Prepare Qwaqwa campus SSO reports for both campus and institutional.
• Conduct research to ascertain students’ needs and services.
• Provide evaluation mechanisms for the provision of relevant student-centred programs and feedback.
• Responsible for recruitment, management and functioning of the SSO volunteers.
• Co-ordinate and supervise functions for all staff within SSO.
• Be involved in the recruitment process of all temporary staff within SSO.
• Co-ordinate policy reviews for identified or outdated SSO protocols and policies.
• Update and distribute campus resources, guides, and policies that inform students about available services.
• Responsible for managing and ensuring that there are available stock hygiene packs.
• Collaborate with SAPS, Protection Services and Health and Wellness Centre, on matters pertaining to student’s safety and death on and off campus.
• Provide standby support such as hospital visitations, morgues and police stations during weekends and outside of regular weekday working hours in the event of evictions, muggins, or stabbings.
• Visitation during distress for on-campus and off-campus student accommodation.
• Conduct needs assessment for students in hospitals and police station and provide well-being support.
• Engage with the Social worker pertaining to pregnancy cases and situational needs assessment.
• Engage with Protection Service and SAPS regarding matters pertaining to student cases, projects and programs.
• Manage referrals of students to relevant departments in handling student cases.

Office Management:

• Ensure effective and efficient productivity of the office. Handle additional work-related tasks requested by line manager and/or Head of DSA at Qwaqwa campus
• Manage day to day inquiries and requests of students.
• Maintain accurate and up-to-date client records, databases, and files utilising the case management system.
• Handle incoming inquiries from clients and the public, providing information and directing them to the appropriate services.
• Schedule appointments, meetings, and events for the Social Support Office.
• Develop the report for case management, including intake forms and case notes.
• Ensure compliance with Institutional and sponsorship guidelines, overseeing all sponsorship requests.
• Provide guidance to students during sponsorship applications, ensuring alignment with policies and financial protocols.
• Conduct financial forecasting and cost estimation for events and sponsorship requests to optimise budget allocation.
• Manage and streamline the requisition process, ensuring accurate and timely issuance of Purchase Orders.
• Oversee the approval process for invoices and facilitate prompt payments to service providers,ensuring accountability and transparency.
• Coordinate and process travel authorisations and cash advances for student travel, maintaining compliance with university policies.
• Facilitate and oversee journal transfers for institutional service providers, ensuring accuracy and timely execution.
• Maintain comprehensive records of expenses, invoices, Purchase Orders, approvals, and financial justifications to ensure financial accountability.
• Manage procurement process's, including ordering of office supplies, ensuring cost-effective and timely procurement.
• Compile detailed financial reports on a monthly, quarterly, and yearly basis, providing key insights and recommendations.
• Project Co-ordination:
• Coordinate and oversee the planning and execution of SSO campus programs and events.
• Ensure compliance for campus and ISSO program with procurement policies, Health and Safety Act and other institutional Standard Operating Procedures.
• Collaborate with various internal departments to incorporate diverse activities, workshops and sessions that cater to the interests and needs of the student community.
• Foster sense of community through engagement activities, support networks, and initiatives that promote a safe and inclusive environment for all students.
• Work closely with the Head of Social Support Office to manage logistics for ISSO events and maintain accurate documentation.
• Responsible for drafting, implementing and ensuring that programs and activities are in concordance with the approved operational budget for campus and ISSO Projects. Implement Social Support programs, workshops, and events that foster well-being and resilience among students on the Qwaqwa Campus.
• Implement Social Support programs, workshops, and events that foster well- being and resilience among students on the Qwaqwa Campus. 

Inherent Job Requirements:

• Grade 12 or national vocational certificate on NQF Level 4.
•  A valid driver’s licence (attach a copy).
• One (1) year’s relevant working experience related to the duties and responsibilities, in the Higher Education environment. 

Recommendations:

• Reside within a 100 km radius of Phuthaditjhaba.
• Advanced project management experience.

Closing Date: 2/6/2025