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

Duties and responsibilities:

• Plan a diary for psychologists/ counsellors/social workers, schedule appointments and notify these staff members of client’s arrivals.
• Receive clients at reception and attend to department telephone calls/ appointments/enquiries.
• Open clients’ files, file them and capture data on the electronic system.
• Respond to email enquiries sent by students and private clients about services offered by SCD.
• Perform general office administration.
• Schedule meetings and compile agendas and minutes.
• Quality control of reception area.
• Collaborate with the student administrative intern.
• Assist with financial administration.

SADAG Administration;

• Send SCD student referrals to SADAG for screening.
• Email students to check if they have received help from SADAG/ Send them back to SADAG if they did not receive a call.
• Monitor processes and provide feedback to the Director: SCD.
• Organise SCD Campaigns.
• Attend UFS marketing activities to represent SCD.
• Expand marketing initiatives at SCD.

Inherent Job requirements:

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

Recommendations:

• A relevant higher Certificate, Diploma, National Diploma or Degree. 
• Six months experience in working with students in Higher Education in an administrative manner.
• Proven experience in working with Microsoft Programmes.
• Proven experience in working with UFS Systems and Programmes.
• Effective Time Management Skills and ability to work under pressure. 
• Excellent interpersonal and communication skills and ability to function with ease in a professional team.
• Sesotho and Zulu speaking
• Experience in working with students in a counselling setting within Higher Education.

Key Competencies required:

Results-oriented:

• 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 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 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.