KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll  - Applications submitted through any other platform will not be considered. The system allows a maximum of eight attachments. To avoid upload issues, we recommend merging some or all documents into fewer files before submitting.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED!

To ensure your application is complete, you must submit ALL documents listed under the inherent requirements, as well as the following standard documentation:      

•    A detailed Curriculum Vitae.

•    Copies of your qualifications, or official proof of qualifications obtained (If you hold foreign qualifications, please include SAQA accreditation).

•    A copy of your identity document (South African ID or passport for foreign nationals).

•    Confirmation of employment in the form of a letter, appointment contract, service certificate, or recent payslip from your current or most recent employer (applicable to external applicants only).

Duties and responsibilities:

•    Report on programmes, activities and challenges arising within the Residence. 

•    Attend and co-facilitate training programmes/workshops either for personal development or the development of the students.

•    Submit regular updates of first-year and senior placement in collaboration with the Accommodation Administration Office.

•    Mange room allocations. .

•    Issue and receive room keys.

•    File all relevant contracts and agreement forms, student control cards.

•    Facilitate the implementation of the code of conduct.

•    Compile a comprehensive term and annual report on the Residence management.

•    Report breakages and maintenance in collaboration with the Service Manager.

•    Financial administration and management of the Residence.

•    Facilitate occupational health and safety with relevant offices.

Student-related management

•    Create an inspirational space within the residence community.

•    Manage and control the residence, including the establishment and/or maintenance of an academic learning culture within a diverse residence community.

•    Manage the residence within the parameters of the stated vision, mission and strategic goals of the UFS and Student Affairs Department.

•    Establish the residence as a dynamic and diverse community where transformative living and learning can occur.

•    Implement value-driven management in residence and facilitate value-driven dialogues.

•    Guide the residence committee.

•    Support and collaborate in delivering college initiatives.

•    Provide guidance, direction, advice, and mentorship to students within the residence.

•    Create a residence culture that is inclusive of diverse communities.

•    Maintain sound working relationships with students.

•    Ensure effective communication with all residents about their roles and responsibilities.

•    Prioritise the interaction with parents and prospective students.

•    Engage residence members and parents (where necessary) on the activities and residence programmes.

Development, management and supervision of student leaders

•    Build and maintain good relations with residence management and ensure that the residence committee functions optimally and monitors their tasks and responsibilities.

•    Facilitate the residence committee elections and appointments.

•    Manage and lead the training of residence student leadership, considering opportunities provided by the UFS.

•    Actively participate in the yearly planning of the residence committee and ensure that the year plan is finalised and implemented.

•    Offer residence mentorship to leaders where required.

•    Facilitate and support continuous team building and individual development.

•    Attend residence committee, extraordinary meetings and house meetings as part of the residence management.

•    Oversee the first year’s election committee.

•    Oversee collaboration of sub-committees, mentors, and other residence second-layer leadership.

•    Identify student leaders and opportunities for leadership development.

Promote the integration of residence living and learning and value-driven culture

•    Ensure the welcoming of FTENs within the residence and that this meets the highest University standards.

•    Facilitate the residence mentor system by ensuring that mentors are appointed and trained, guide mentors, schedule regular feedback sessions with mentors to offer advice and guidance where required.

•    Promote the residence as an environment that enhances student success through student success and engagement, encourage academics and invite guests to visit the residence to share research or expert knowledge.

•    Provide support and guidance to students on issues that might arise with regards to personal, life, and/or career and refer, if necessary, to relevant professionals.

•    Establish a healthy community culture within the residence regarding community interaction.

•    Creating an atmosphere that is conducive to learning and student success.

•    Provide support for academic, medical, emotional, psychological, and social care to ensure each student’s personal growth, development, and stability.

•    Promote a sense of community for students where they take responsibility for their own well-being and their fellow students.

•    Support and refer students to the relevant academic departments, UFS and Student Affairs support departments for necessary aid on campus.

•    Consistently demonstrate exemplary behaviour and professionalism.

Policy and Compliance management

•    Ensure the application of policies as conveyed by Student Affairs and Housing and Residence Affairs Departments.

•    Implement general UFS policy and relevant department policy and guidelines.

•    Ensure that residents adhere to a well-defined disciplinary code that aligns with the university’s student regulations and reflects value-driven management principles.

•    Manage disciplinary incidents involving residence students and foster an understanding of the residence’s disciplinary framework and values.

•    In collaboration with the Residence Committee, refer disciplinary incidents within the residence to the Student Disciplinary Committee of the University

•    Mange and report other incidents within the residence.

•    Implement Residence Placement Policy regarding integration, room allocations, etc.

•    Revise student disciplinary procedures

•    Monitor minor offences, penalties, and the disciplinary committee of severe offences.

•    Review appeals against penalties issued by the residence committee

•    Conduct confidential conversations with students after serious transgressions

•    Participate in mediation and coaching and liaise with the HOD to resolve disciplinary matters

•    Refer level three contraventions to HOD

Project Management/ Programme Coordination

•    Participate in UFS Student Affairs and HARA Strategic committees.

•    Attend and participate in development training and workshops.

•    Assist regarding department or University-wide projects or committees.

•    Coordinate a student development program

-    Programme coordination

-    Portfolio training

-    Assessment, evaluation and monitoring

-    Financial management

-    Governance structure

-    Quarterly activities

-    Meetings

Inherent requirements:

•    Bachelor’s Degree on NQF Level 7.

•    A minimum of two (2) years’ experience within a university residence environment and/ or student affairs.

Recommendations:

•    Knowledge of student disciplinary process

•    Knowledge of residence management and policies

•    Interpersonal skills

•    Administration skills

•    Understanding of trends in Higher Education

•    Mentoring and coaching

•    Conflict resolution 

 

Required competencies: 

•    Results Orientated:

-    The ability to cope with a frequently changing environment and to adapt to evolving situations. 

-    The ability to be reliable, responsible, dependable and to fulfil obligations.

•    Strategic Thinking:

-    The ability to deal with several activities at a time.

-    The ability to be creative and open-minded when addressing work issues.

•    Business Acumen:

-    The ability to adhere to rules and strictly follow work regulations.

-    Proficient in using MS Office.

•    Leading:

-    The ability to lead, take charge of situations, and offer opinions and directions to others. 

-    The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

•    Building Coalitions:

-    The ability to be self-assured and at ease with people in all types of social situations

-    The ability to interact with others and establish personal connections with people.

 

Assumption of duties:

01 February 2026 or as soon as possible thereafter.

Closing date:

18 December 2025 

Salary:

 The salary is available on request.

Fringe benefits: 

(Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits.

Enquiries:

For enquiries, please feel free to contact 051 401 2876 or email SeitlhekoLP@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 2558 / 2979 for assistance.

General:

The UFS is a designated employer and is committed to the pursuit of excellence, diversity, and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups including candidates with disabilities. Our Employment Equity Plan is available at: EEA13Report_UNIVERSITY OF THE FREE STATE FINAL SEP 2025.pdf

The University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to the University will be treated as confidential and processed in accordance with the rights provided to data subjects under POPIA.

The University reserves the right not to fill the post. The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications, you may assume that your application was unsuccessful.