Senior Assistant Officer at University of the Free State

Duties and responsibilities:

Administrative Duties

• Coordinate diary Planning for Student Counselling and Development (SCD) staff, including psychologists, counsellors, social workers, and social work interns (Mental Health Practitioners – MHPs).
• Schedule appointments and notify MHPs of client arrivals.
• Receive clients at reception and attend to department telephone calls/appointments/enquiries.
• Open client files.
• Capture data on an electronic system.
• Respond timeously to email enquiries sent by students and other stakeholders about services offered by SCD.
• Perform general office administration.
• Schedule meetings, compile agendas and take minutes of meetings.
• Ensure quality control and effective functioning of the reception area.
• Collaborate with the student administrative intern as required.
• South African Depression and Anxiety group (SADAG) Administration
• Send SCD student referrals to SADAG for screening.
• Email students to confirm if they have received help from SADAG.
• Reconcile SADAG and SCD statistics monthly.
• Monitor processes and provide feedback to the Director: Health and Wellness Centre.

Communication and Marketing

• Organise SCD awareness campaigns.
• Attend UFS marketing initiatives at SCD.
• Ensure SCD has ample marketing materials and keep stock of marketing materials.

Financial Administration

• Assist with the departmental budget monitoring and administration.
• Obtain quotations.
• Create requisitions.
• Assist staff with Travel Authorizations, Expense Reports and Cash Advances.
• Book vehicles and accommodation.
• Process personal expense claims.
• Liaise with the Health and Wellness Finance Officer, based on the Bloemfontein campus.

Inherent requirements:

• Grade 12 or national vocational certificate on NQF Level 4.
• Minimum of one (1) year’s relevant administrative experience working with students or young adults in a role aligned to the duties and responsibilities set out above. 

Recommendations:

• Sesotho and/ or Zulu speaking.
• Relevant experience in working with students in a counselling setting within Higher Education.