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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:

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.

 

Required competencies: 

•    Results Orientated:

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

-    The ability to deal calmly and effectively with high stress situations.

•    Strategic Thinking:

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

-    The ability to carefully analyse information and use logic to address issues and problems at work.

•    Business Acumen:

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

-    Proficient in using MS Office.

•    Leading:

-    The ability to maintain high levels of personal motivation, energy and enthusiasm.

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

•    Building Coalitions:

-    The ability to be sensitive and understanding to the needs and feelings of others.

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

Assumption of duties:

01 July 2026 or as soon as possible.

Closing date:

18 May 2026 

Salary:

The annual remuneration package, including benefits is R 403,692.54– R 506,869.63 per annum, depending on the budget available for the position, relevant work experience and qualifications.

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 9813 / 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:  ufs-employment-equity-plan_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.