Top Jobs at University of the Free State

Duties and responsibilities:

• Contribute to the Design and Production of Library Marketing Materials
• Design and create promotional materials for library events and services like posters, brochures, banners, and newsletters that communicate key messages to students, faculty, and external audiences
• Develop digital content for online platforms.
• Incorporate feedback to improve designs.
• Uphold professionalism and ethical standards in design work.
• Enhance the library's visual identity, improving communication with users by promoting library resources.
• Ensure consistency in design elements across all platforms (print, web, social media). This includes uniform colour schemes, typography, logos, and styles that align with the university branding.
• Ensure the library’s communications remain professional and recognisable, regardless of the medium.
• Contribute to the library's mission through effective visual communication.
• Design inclusive materials for diverse audiences
• Manage information and integrate technology.
• Collaborate with the library team to support academic programmes through visually engaging educational materials, e.g. guides
• Assist in managing and scheduling posts, monitor engagement, and analyse metrics.
• Ensure that photographs taken at all events are uploaded on a shared folder for easy access.
• Ensure Website and Social Media Design Support.
• Contribute to creating visually appealing materials that effectively convey messages to library users,
• Enhance the overall communication strategy.
• Create graphics for the library’s social media platforms (e.g., Facebook, Instagram, Twitter) to promote events, services, and resources.
• Assist with layout and design for online publications and digital newsletters.
• Design and update web graphics, banners, and multimedia content for the library website.
• Contribute to increasing awareness and engagement among library users.
• Support digital initiatives e.g. multimedia content, digital marketing campaigns, website graphic design,
• Assist in maintaining and strengthening the UFS library brand identity across all communication channels
• Enhance the library and identity through consistent design in collaboration with the UFS Marketing branding
• Ensure that all designs align with the library’s branding and institutional visual identity guidelines.
• Reinforce the library's identity and maintain a cohesive look, strengthening brand recognition.
• Maintain a consistent aesthetic and brand tone across all communication materials.
• Develop new templates and visual styles for recurring library publications, ensuring a coherent and professional image.
• Develop designs for the African Languages Press
• Ensure that all printed materials are visually appealing and error-free and that they professionally represent the library.
• Oversee the quality control of all print materials to maintain professional standards.
• Design user-friendly interfaces for library-related digital tools, including the library's website, online catalogue, and mobile apps.
• Enhance user experience by developing user-friendly digital interfaces for library websites and online catalogues.
• Work with the web development team to enhance the usability and accessibility of digital resources.
• Conduct research and gather user feedback to refine designs that improve the overall user experience.
• Develop wireframes, prototypes, and design concepts to streamline the navigation and interaction with library digital platforms.
• Collaborate and work as a library and university community team player to create materials aligned with the library’s goals, offer design advice, and stay updated on trends to introduce innovative solutions.

Inherent Job Requirements:

• Bachelor’s degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF Level 7 or a 3-year National Diploma on NQF Level 6 in the field of graphic design or related field. 
• A minimum of one (1) year of relevant working experience in graphic design. 

go to method of application »

Duties and responsibilities:

• Contribute to facilitating teaching, learning and research.
• Implement the University’s Digital Preservation Strategy in alignment with institutional research and information management priorities.
• Ensure the long-term preservation and accessibility of these materials for future generations.
• The archives are a vital resource for postgraduate research, historical inquiry, and interdisciplinary scholarship.
• Implement the integration of digital archives into teaching, learning, and research activities in support of academic excellence.
• Apply the Standard Operating Procedures (SOPs) for all digital archiving and training activities.
• Execute the arrangement, description, and appraisal of digital and analogue records in line with archival standards (ISAD(G), ISAAR(CPF)).
• Design and deliver training modules and workshops on records management, digitisation, metadata, and archival standards.
• Collaborate with faculties to integrate archival and digital heritage resources training into curricula and research projects.

Inherent Job Requirements:

• Bachelor’s degree or B.Tech degree on NQF Level 7 related to Archival Studies. 
• A minimum of two (2) years’ relevant working experience working with archival materials or in a Digital Archive. 

Recommendations:

• Honours degree/Postgraduate Diploma on NQF Level 8 in a Digital Archive field (attach a copy). 
• A minimum of three (3) years’ relevant working experience within a Digital Archive environment. 
• Knowledge of Archival systems and Descriptions.
• Knowledge of Provenance Principle.
• Experience within the higher education environment.
• Knowledge of university systems, policies, and procedures.
• Member of a or registration at a professional body (attach a copy).

go to method of application »

Duties and responsibilities:

• Strengthen the Press portfolio by managing quality submission volumes, improving author satisfaction, and growing the impact of the three imprints.
• Manage the Books Imprints and portfolio to ensure individual Book, departmental, and divisional targets (including revenue, quality, profitability etc.) are achieved.
• Collaborate with Editors and Book Authors to publish high-quality content.
• Ensure that all Book production functions meet cost, quality and schedule requirements and that the highest customer service objectives are achieved.
• Identify and advise on possible workflow improvements in the publishing process; initiate remedial actions, negotiations and process changes where necessary.
• Work with finance, marketing, and operations colleagues to ensure maximum profitability of the Imprints, including management of costs; initiate remedial actions, negotiations and process changes where necessary.
• Ensure the timeous compilation and printing and signoff of Book hard copies and eBooks.
• Identify, manage, and develop plans for Scholarly Books growth.
• Develop, implement, and maintain the Press Books publishing policies across the Imprints and portfolio.
• Commission and coordinate authors, peer-reviewers, illustrators, designers, editors and proof-readers.
• Contribute to the overall goals, development, motivation, and management of the Books Publishing department.
• Ensure that all duties are properly executed to achieve the goals and objectives assigned to the department.
• Responsible for performance appraisals, development of annual goals and objectives, and individual development plans for staff reporting directly to this position.
• Cultivate a culture of excellence, innovation, customer-centricity, collaboration, and transparency.
• Responsible for managing all contractors for the Scholarly Books Publishing.
• Identify and seek out any suitable software systems that is needed for operational efficiencies.
• Evaluate the software systems and its associated costs to make a recommendation of best fit for the Press.
• Suggest changes to the software system as required to enhance operational efficiencies.
• Oversee the testing of any changes to ensure it meets operational requirements.
• Ensure the public view of any platform text remains relevant to the audience always interacting with the platform.
• Ensure that all policies are up-to-date and, at a minimum, comply with the funder, government, and industry-wide standards.
• Advice, guide and support Editors and Authors on Publishing Integrity and Ethics where necessary.
• Stay abreast with OA trends and developments and the press’s position and activities, which could include listening to webinars on the topic and reading various reports.
• Stay current with trends specifically in the way of transformative agreements, as well as the state of market and government policies around OA, both locally and globally.
• Oversee the editorial process, including peer review, copyediting, and proofreading.
• Ensure linguistic accuracy and cultural relevance in all publications.
• Collaborate with authors, translators, and language experts to maintain high standards of content.
• Serve as the primary point of contact for authors throughout the publication process.
• Provide guidance and support to authors regarding manuscript preparation and submission guidelines.
• Facilitate communication between authors and reviewers, editors, and other stakeholders.
• Work with designers and production staff to ensure high-quality design and printing.
• Coordinate the production of both print and digital formats of publications.
• Ensure all publications adhere to the press's style guide and quality standards.
• Collaborate with the marketing team to develop and implement promotional strategies for publications.
• Oversee the distribution process, ensuring wide availability of publications in various formats.
• Participate in outreach activities, such as book fairs and academic conferences, to promote the press and its publications.
• Develop and manage relationships with distributors, wholesalers, and other key stakeholders.
• Monitor inventory levels and coordinate reprints or digital updates as necessary.

Inherent Job Requirements:

• Bachelor’s degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF Level 7 in Publishing, African Languages, Linguistics, Literature, Communication Sciences, Information Sciences or a related field. 
• A minimum of two (2) years’ relevant working experience. 

Recommendations:

• Honours degree/Postgraduate Diploma on NQF Level 8 in Publishing, African Languages, Linguistics, Literature, Communication Sciences, Information Sciences or a related field.  
• Experience within the higher education environment.
• Knowledge of university systems, policies, procedures.
• Member of a or registration at a professional body (attach a copy).

go to method of application »

Duties and responsibilities:

• Perform professional clinical duties at the Primary Health Care Clinic. 
• Perform other relevant duties as required by line manager.
• Capture clinical notes on electronic medical system.
• Assist with first aid services at sport events on campus where necessary.
• Assist with emergencies in the clinic.
• Liaise with internal and external role-players. 

Inherent requirements:

• Nursing diploma/degree (general, psychiatric, midwifery, community nursing)(attach a copy).
• Post basic diploma/degree in Primary Healthcare (attach a copy).
• Dispensing certificate (attach a copy).
• Proof of registration at the South African Nursing Council (SANC)(attach a copy).
• At least two (2) years relevant experience in a primary health care clinic environment.
• Must be able to travel independently to and from the health care facility.

Recommendations:

• Certificate in HIV testing and counselling (attach a copy).
• NIMART Trained (attach a copy).
• Knowledge of PReP and PEP.
• Dispensing Licence (attach a copy).
• Driver’s Licence (attach a copy).
• Previous working experience with young adults/students.

go to method of application »

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).

go to method of application »

Duties and responsibilities:

• Assistance to the Academic Head of Department
• Manage the diary and electronic diary of the Academic Head of Department.
• Assist the Academic Head of Department as needed.

General Office Management and Administration

• General office management and administration.
• Manage the general telephone and email line to the department, handle email and other correspondence, manage queries, and distribute information. 
• Order and distribute office supplies (stationery, consumables, cleaning materials) and manage wastepaper. 
• Supervise the cleanliness and general neatness of the building and lecture venues and liaise with cleaning staff. 
• Arrange meetings, functions, venues, and catering. 
• Submit and manage service requests (including reporting faults, repair work, and general maintenance).
• Arrange travel and accommodation arrangements (national and international) for staff members and visitors/guest speakers.
• Coordinate postal and courier requirements. 
• Facilitate security measures within the department.
• Manage allocation of venues within the department. 

Financial Administration

• Manage financial matters in collaboration with the Head of Department.
• Submit employee claims, ad hoc claims, and F1 forms, and job requests.
• Handle all purchases and orders via university requisitions.
• Monitor all entities of the department and prepare financial statements.
• Perform general administrative support, including obtaining quotations, obtaining electronic requisitions, and finalising all purchases, as well as all other departmental claims.
• Assist academic staff in managing payments to and from their entities.
• Assist academic staff as needed.

Academic Administration

• Manage enquiries related to the academic programmes.
• Assist students with arrangements regarding student registration, uniforms, and photos.
• Manage the timetables of the academic programmes.
• Capture student marks on the UFS systems and handle the administration pertaining to these.
• Compile and finalise documentation for students applying for overseas registration, including describing the curriculum as well as the number of hours spent on each module.
• Liaise with presenters of courses presented within the department.
• Coordinate and format examination and test question papers in the department and hand in the examination question papers at the examination division.
• Liaise with external examiners (invitations, flight tickets, accommodation, and payment).
• Organise test and practical invigilation as necessary.
• Maintain postgraduate progress reports.
• Manage the departmental book collection and student photocopy requests.

Research Administration

• Assist with logistics pertaining to research projects as required.
• Assist academic staff with research finances.
• Assist academic staff with the capturing of information on the Research Information Management System (RIMS).

Inherent requirements:

• A Bachelor’s degree or an 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 a related field. 
• A minimum of one (1) year’s relevant working experience related to the duties and responsibilities.

Recommendations:

• Experience with the UFS financial, academic (PeopleSoft), and research (RIMS) systems.
• Experience within the higher education sector/ environment.
• Knowledge of university policies and procedures
• Understanding of staff management and leadership.

go to method of application »

Duties and responsibilities:

• Support the Student Wellness and Advocacy Office (SWAO) in implementing the Health and Wellness programs.
• Coordinate Health and Wellness activities/awareness campaigns.
• Perform functions as assigned by the SWAO manager.
• Keep a record of procured goods or items and monthly reporting on available stock.
• Handle office administration, including but not limited to filling orders, attending general inquiries, and booking of venues and procurement of SWAO equipment and materials.
• Diary planning for the Student Wellness and Advocacy Office.
• Responsible for meeting administration.
• Receive quests and arrange functions where necessary.
• Coordinate training of peer educators.
• Data capturing, analysis, and writing reports.
• Report faults and general maintenance matters and follow-up.
• Travel to other UFS campuses (South Campus and Bloemfontein) as required to assist with SWAO activities.

Inherent requirements:

• Grade 12 or national vocational certificate on NQF Level 4 (attach a copy).
• A valid driver’s licence (attach a copy).

Recommendations:

• One (1) year’s relevant working experience relating to the duties and responsibilities.
• Speak English fluently (ability to understand, read and write English).
• Competency in an additional African Language.
• Reside in Qwaqwa or the surrounding area.
• Exposure in the Health Care and Higher Education environment.
• Experience with maintaining strict confidentiality of patient records in line with ethical standards.
• Experience of university systems, policies and procedures.
• Knowledge and experience in facilitating dialogues on the following topics : HIV/AIDS & Sexual Reproductive health, GBV, Substance abuse ,Mental Health and Gender Diversity.
• Knowledge or exposure on coordination of Peer-to Peer activities.

go to method of application »

Duties and responsibilities:

Vetting of legal contracts and agreements/MOUs

• Scrutinise contracts and agreements.
• Research relevant legislation and case law pertaining to the agreement or contract.
• Redraft contracts or agreements to incorporate proposed amendments or changes.
• Consult with and advise clients on terms and provisions contained in the contract or agreement.
• Ensure soundness of contract or agreement for compliance with applicable laws, statutes, and policies and issue confirmation to this effect.
• Provide legal opinions and conduct investigations
• Scrutinise instructions to prepare legal opinion.
• Assist in reviewing the legal material and any other relevant documents by providing a legal opinion.
• Research relevant laws and latest case-law.
• Prepare and draft legal opinion.
• Conduct investigations as directed.

Render legal advice and support

• Advise and assist with interpretation of contracts or agreements and various directives.
• Advise and assist with interpretation of the institution’s statute, rules, policies and/or guidelines.
• Advise on compliance with relevant legislation and prescripts.
• Keep abreast of the law, jurisprudence and legislative developments to advise and assist the institution on compliance matters.
• Conduct research and render legal advice and support on all legal functions.
• Provide oral or written legal advice upon request to senior management.
• Research and evaluate different legal risk factors and to identify legal priority areas.
• Offer proactive advice on possible legal issues detrimental to the institution.
• Advise on the implementation of various legal statutes like POPIA, PAJA and PAIA.

Render support in litigation and arbitration matter

• Advise and assess litigation cases and to engage with external legal practitioners.
• Assist external attorneys and/or advocates briefed by the institution with litigation or arbitration matters involving the institution.
• Assist with identifying and arranging relevant witnesses.
• Assist with obtaining relevant supporting documentation necessary to conduct litigation or arbitration.
• Provide feedback on litigation or arbitration matters and submit progress reports.
• Advise on contract negotiations and contract management.

Draft, interpret and review policies, rules, procedures and guidelines

• Draft and/ or assist with policy formulation, rules, procedures and /or guidelines.
• Ensure compliance with the Institution’s Statute and applicable rules.
• Interpret and advise on relevant provisions of the policy, rule, procedure or guideline to ensure compliance with legal prescripts and law.
• Review and where necessary propose amendments to policy, rule, procedure and/or guideline.

Conduct student disciplinary matters

• Advise on student and/ or staff disciplinary matters.
• Enforce, monitor and evaluate student disciplinary processes including mediation processes.
• Consult with complainant and relevant witnesses in preparation of disciplinary matter.
• Draft charge sheet.
• Conduct student and/or staff disciplinary matters and applies rules and policies of the Institution.
• Keep abreast of the law, jurisprudence and legislative development to assist the Institution with successful institution of disciplinary matters.
• Advise and assist with appeals or CCMA matters.

Administration duties 

• Administer all case and project documents.
• Provide regular reports and feedback.
• Ensure accurate monthly time recording/recovery process of service providers.
• Contribute towards the drawing up of projects annual budget.
• Monitor expenditure of own projects and identify early warning reports.
• Ensure efficient administration of casework.
• Execute tasks relating to the effective and efficient handling of any student disciplinary matters.
• Direct the effective process of adjudication until conclusion of the matter in all instances of student discipline, involving the serious infringements of the University of the Free State’s Rules.
• Oversee and guide the Case Officer and the Administrative Officer in all entrusted matters of student discipline to ensure the adherence to all the applicable rules and policies.
• Act as Prosecutor/Evidence Leader.
• Facilitate mediations.
• Compile reports.
• Draft rules, procedures and related processes.
• Compile and/or coordinate monthly reports on the work of the unit.

Inherent Job Requirements:

• An LLB on NQF Level 8.
• Minimum of two (2) years’ relevant working experience as a practicing attorney/advocate.
• Admission as an Attorney or an Advocate (attach proof).
• Post-admission experience of three (3) years. 
• Legal background in litigation, disciplinary hearings, investigations and/or in alternative resolutions. 

Recommendations:

• Experience within the higher education environment, especially in Student Disciplinary matters. 
• Knowledge of university systems, policies, and procedures.
• Member of or registration at a professional body/Council (e.g., LPC)(attach proof).
• Relevant certificates, experience in mediation, and forensic investigations would be advantageous (attach proof).
• Preference will be given to candidates with three (3) years of experience as an initiator in disciplinary hearings.

go to method of application »

Duties and responsibilities:

• Contribute to the asset management life cycle maintenance.
• Responsible for asset verifications and asset tagging.
• Updating data relating to the asset register.
• Liaison between the asset office and departments within the UFS.

Inherent requirements:

• Bachelor’s degree or an Advanced Diploma/B. Tech degree/Postgraduate Certificate on NQF Level 7 or a 3-year National Diploma on NQF Level 6 in the field of accounting or related field.
• Minimum of one (1) year’s relevant working experience in an asset or finance environment.

Recommendations:

• Knowledge of Assets.
• Relevant experience in a higher education environment.
• Knowledge of university systems, policies, procedures.
• Member of a or registration at a professional body.

go to method of application »

Duties and responsibilities:

Chief Invigilator 

• Set up and test all camera equipment prior to the commencement of each examination session.
• Collect examination question papers from the Examination Offices in accordance with prescribed procedures.
• Prepare and organise examination venues to ensure readiness prior to each session.
• Announce start and end times and ensure the exam runs according to the scheduled duration.
• Communicate clear and accurate examination announcements to students.
• Monitor examinations for irregularities
• Provide verbal and written reports (e.g. by email or Word document) on examination irregularities in accordance with established protocols.
• Coordinate and ensure that invigilators attend to invigilation duties.
• Coordinate the electronic capturing of student attendance slips after examinations and submit within 24 hours.
• Verify and authorise invigilators’ claim forms in line with applicable requirements.
• Complete and submit required digital report forms accurately and timeously.
• Maintain and organise examination storage areas to ensure cleanliness and order.
• Submit and account for examination scripts, reports, and related documentation after each session.
• Ensure compliance with electronic documentation submission requirements to the Examination Office following each session.
• Have the physical ability to carry exam papers to and from the examination venue.
• Report to the Chief Officer: Examinations

Invigilator

• Report and register attendance at the designated examination venue in accordance with prescribed procedures.
• Assist with the preparation and setup of the examination venue to ensure it is ready for candidates.
• Adhere to and support the implementation of the invigilation duty schedule.
• Manage and control student admission to the examination venue in line with established regulations.
• Distribute examination question papers accurately and efficiently.
• Collect and verify completed attendance forms.
• Supervise and monitor students throughout the examination to ensure compliance with examination rules.
• Collect and secure all answer scripts at the conclusion of the examination.
• Reconcile and verify answer scripts against attendance records to ensure completeness and accuracy.
• Identify, manage, and report (verbal and digital) examination irregularities in accordance with prescribed procedures.
• Complete and submit invigilation claim forms in line with institutional requirements.
• Monitor live video feeds to ensure continuous and clear visibility of all students.
• Verify camera positioning and coverage to ensure full compliance with examination requirements.
• Identify and flag any suspicious behaviour or potential examination irregularities observed on camera.
• Maintain continuous surveillance throughout the examination to uphold academic integrity.
• Communicate promptly with chief invigilator regarding any concerns or incidents.
• Ensure proper functioning of all technical equipment and report any faults or disruptions immediately.
• Complete and submit all required reports and documentation after each examination session.
• Having the physical ability to carry exam papers to and from the examination venue
• Report to the Chief Officer: Examinations

Administrative Support Assistant

• Successful applicants may be deployed, based on operational requirements and suitability, across one or more academic administration support functions within Examinations, Graduation Administration, and Curriculum Administration.

Examination Administration

• Capture student attendance slips and provide these to examination staff for quality assurance and loading onto PeopleSoft

Graduation Administration

• Oversee and execute the preparation and dismantling of graduation venues, ensuring full readiness prior to events and proper closure thereafter.
• Coordinate and support the transportation, arrangement, and organisation of equipment and materials to facilitate efficient operations.
• Provide on-site operational support to the Graduation Team during ceremonies to ensure the seamless execution of proceedings.
• Respond promptly and effectively to ad hoc operational requirements, demonstrating adaptability and reliability in a dynamic environment.
• Deliver general physical and logistical support throughout graduation sessions to maintain operational efficiency.
• Complete and submit administrative assistant claim forms in accordance with institutional policies and procedures. 
• The ability to stand and walk for extended periods.
• Report to the Senior Officer: Graduations
• Report to the Chief Officer: Examinations.

Curriculum Administration

• Conduct periodic audits of lecture venues to ensure compliance with institutional standards.
• Audit venue allocations against the Central Class Timetable.
• Identify and report overbookings, underutilisation, or scheduling conflicts.
• Maintain accurate records of all venue audits conducted.
• Provide feedback and guidance on venue usage and optimisation.
• The ability to stand and walk for extended periods
• Report to the Senior Officer: Curriculum Administration

Inherent requirements:

• Senior Certificate (Grade 12) on NQF Level 4 (attach a copy).
• Computer literacy and proficiency in basic digital tools. 
• Ability to perform the functions of the relevant role category independently and reliably.

Recommendations:

• Strong attention to detail, effective communication skills, time management, and a high level of reliability.
• Suitability for appointment in a role requiring confidentiality, trustworthiness, and adherence to examination integrity standards.
• Demonstrable experience in one or more of the listed role categories.
• Demonstrated willingness and ability to perform in one or more of the listed role categories, subject to operational requirements and suitability. 
• Availability during peak academic administration periods. 
• Partially or fully completed post-matric studies at NQF Level 5 or higher level.