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:

Office and Meeting Administration

•    Ensure that the reception area at the office is clean and user-friendly.

•    Manage the line manager’s diary, including the scheduling of internal and external appointments.

•    Serve as the primary point of contact for staff enquiries and the formal distribution of internal updates and memos.

•    Ensure that all official documentation and departmental documents are typed, filed, and shared within the established timeframes.

•    Assist with the ordering of required provisions.

•    Facilitate the complete meeting process, including the distribution of agendas, physical preparation of venues, and the formal recording and circulation of minutes.

•    Collaborate with the office manager on ad-hoc duties and responsibilities.

•    Maintain up-to-date emergency contacts and next of kin details for all staff members for occupational health and safety reasons.

Asset and Facility Management

•    Conduct regular inspections of departmental assets to ensure they are in good condition and ensure an accurate allocation of equipment to designated custodians.

•    Conduct fault and general maintenance reporting to the line manager and office manager.

•    Oversee the maintenance and repair of office equipment.

•    Maintain control and oversight of the building’s master and spare keys to ensure staff accessibility.

Operations and Data Support

•    Provide medical order lists to the line manager for the ordering of medication.

•    Record data from student surveys and track the daily number of patients visiting the Primary Health Care (PHC) clinic when necessary.

•    Receive patient checklists from nursing staff and ensure submission to the data capturer.

•    Monitor and refill of sanitary pads within the clinic.

Marketing and Communications

•    Design marketing materials, such as flyers, to promote departmental services.

•    Coordinate marketing events for the department.

•    Source formal quotations from suppliers for events and departmental requirements.

•    Develop and prepare professional presentations for orientation sessions and open days.

Student Wellness and Advocacy Office Support

•    Assist the office during awareness campaigns.

•    Assist and participate in peer educator training.

•    Assist with event arrangements and assist on the days of the event.

Inherent requirements:

•    Grade 12 or national vocational certificate on NQF Level 4.

•    One (1) year’s relevant working experience in office administration and support.

Recommendations:

Knowledge of university systems, policies and procedures.

Required competencies: 

•    Results Orientated:

-    The ability to set high standards, establish tough goals, and to work to achieve success.

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

•    Strategic Thinking:

-    The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.

-    The ability to plan work and to follow plans.

•    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 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:

1 August 2026

Closing date:

15 June 2026

Salary:

The annual remuneration package, including benefits is R240 866.45 – R403 692.54 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 7659 or email SejanamaneP@ufs.ac.za  or Recruit@ufs.az.za. Additionally, kindly contact 051 401 2558 / 9813 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.