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

Duties and responsibilities:

• Provide an effective interface between the Office of Legal Services, Student Discipline and Mediation (SDM) and members of the University community, public, and private sectors as well as government sectors.
• Ensure that necessary documentation is available to the Assistant Director: Legal and SDM for meetings/appointments.
• Draft, format, edit and amend legal documents/reports and open complaint files as requested.
• Implement and keep the disciplinary case register updated.
• Maintain a pending system for follow-up of previous correspondences and forward items to the Assistant Director: Legal Services and SDM for follow-up action.
• Arrange for asset maintenance and repairs when necessary.
• Develop and maintain effective systems for the storage and retrieval of information and documents as per POPIA.
• Procure and adapt computerised information to meet office support and management needs for record-keeping and correspondence.
• Serve as a resource person to staff in utilising the system for projects, on-going information processing, and case management functions.
• Arrange all travel and accommodation bookings for the Officers of the SDM.
• General office administration including organising departmental team meetings, minute taking, accurate management of electronic diary, scheduling of meetings and updating of the diary at all times.
• Monitor the entities of the Assistant Director: Legal Services and SDM to ensure there is a sufficient budget and assist with the management of the budget.
• Obtain quotes and process orders for equipment, stationary and all other office requirements and record keeping of all purchases made.
• Create requisitions for catering, venue booking, and travelling amongst others.
• Process invoices and other payments relating to purchases.
• Arrange for journal transfers when necessary.
• Keep financial register updated for Adhoc claims of interpreters/external panel service providers (Monitor capped amounts).

Inherent Job Requirements:

• Grade 12 or National Vocational Certificate on NQF level 4.

Recommendations:

• Three (3) year National Diploma on NQF level 6 or Bachelor’s degree / Advanced Diploma / B.Tech degree on NQF level 7 in office management or administration.
• Two (2) to three (3) years of working experience related to the duties and responsibilities.

Key Competencies:

Results Orientated

• The ability to stick with tasks, not give up, and overcome obstacles in completing one’s task.
• The ability to be reliable, responsible, dependable and 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 the use of MS Office and MS Outlook.
• In-depth knowledge and experience in word-processing, PowerPoint and Microsoft Excel (spreadsheets) and Outlook
• Understanding/knowledge of higher education policies and procedures
• Ability to determine work priorities

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 interact with others and establish personal connections with people.
• The ability to make decisions through consultation, collaboration, and working with close supervision.

Required Documents

Please ensure all relevant documentation is attached to your application. INCOMPLETE APPLICATIONS WILL NOT BE

CONSIDERED.

• Certified copies must not be older than 6 months
• A detailed curriculum vitae and cover letter;
• Certified copies (not older than 6 months) of qualifications (please provide the SAQA accreditation in the case of foreign qualifications);
• A certified copy (not older than 6 months) of your identity document (ID).
• Proof of registration with a Professional Body (if applicable).
• A copy of your driver’s license (if applicable).
• A service record of your current employer / last employer (only applicable to external applicants).

Salary:

The annual remuneration package, including benefits, is R198 670.72 – R333 081.64 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.