Assistant Officer (Post Level 13) University of the Free State

Duties and responsibilities:

General and Office Administration;

• Receive clients.
• Manage incoming calls/emails and correspondences.
• Administer Student Governance Diary.
• Arrange all travelling and accommodation.
• Schedule, arrange and organize meetings.
• Book venues for meetings.
• Type minutes/documents and reports.
• Order stationery and equipment and process all requisitions.
• Photocopy and print documents.
• Maintain the Student Governance Notice Board and communication.
• Serve as a link between the Faculties, CSRC Office, Student Governance Office and the Office of the Student Affairs.

Documents Management;

• File documents and control record keeping.
• Update and maintain the Student Associations/ Organisations database.
• Develop and maintain a document management/ filling system.
• Archive documents.

Project Management;

• Manage and Execute Student Governance Programmes and Projects.
• Manage and coordinate all student structures/Associations.
• Manage and coordinate the Faculty Student Council (FSC) and assist with the establishment of Faculty Student Governance Structures in line with the ISRC Constitution.
• Liaise and collaborate with faculty management in ensuring the active participation of faculty-student representatives.

Inherent Job requirements:

• Grade 12 on NQF level 4.

Recommendations:

• Driver’s licence.
• Computer literacy.
• Experience within the higher education environment.
• Knowledge of university system, policies, and procedures.
• Minimum two (2) years relevant working experience in office administration.

Key Competencies required: 

Results-oriented;

• The ability to set high standards, establish tough goals, and work to achieve success.
• 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 plan work and to follow plans.
• The ability to be creative and open-minded when addressing work issues.
• 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 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 sensitive and understanding to the needs and feelings of others.
• The ability to interact with others and establish personal connections with people.
• The ability to make decisions through consultation, collaboration and working with close supervision.