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:
General Administration
• Assist with day-to-day administrative tasks such as managing correspondence, answering phone calls, and responding to inquiries from students, parents, and staff.
• Maintain accurate records and databases related to student residences.
• Assist in coordinating events and programs for the office of Residence Life, including scheduling meetings, preparing agendas, and coordinating logistics.
• Prepare and distribute documents, reports, and communications as needed, ensuring accuracy and adherence to departmental standards.
• Serve as a liaison between Residence Life and other campus departments, external vendors, and community partners as needed.
• Provide general administrative support to Residence Life staff, including filing, photocopying, scanning, and other clerical tasks as required.
• Take minutes during division meetings.
• Update annual manuals, annexures and guidelines within Housing and Residence Affairs (HRA).
• Maintain a pending system for follow-up of previous correspondence and pass items to line manager for follow-up.
• Manage the Assistant Director's diary.
Financial Administration
• Allocate funding as per the approved budget.
• Request and appraise quotations.
• Capture requisitions.
• Receive purchase orders and provide them to the suppliers.
• Present invoices for submission and payment.
• Responsible for travelling and accommodation arrangements.
• Submit monthly financial report.
Process Administration
• Assist with the recordkeeping of all leave applications within Residence Life and Student Communities.
• Responsible for developing and designing advertisements for vacancies within the division.
• Assist with the arrangements of shortlisting meetings and interviews.
• Assist with the administration of new appointments within the division.
• Assist with the administration of contract appointments.
• Continuous update of the Residence Committee database.
Off-campus students administration
• Continuous liaising with off-campus student structures.
• Liaison with Off-Campus Office for different student accommodation.
• Allocate student houses to day-residences.
• Assist with the administration of day-residence database.
• Keep track of the database of allocation of off-campus students.
• Share the information of student development, events and co-curriculum program with off-campus students.
Marketing and website administration
• Assist in developing marketing material related to various events and programs within Residence Life.
• Responsible for administration of the website in collaboration with the HRA website coordinator.
• Responsible for the arrangements of the First year Welcoming and Open day with coordinators.
Training and Certificates
• Assist with the training logistics such as booking of venues, making catering arrangements etc.
• Arrange training evaluation.
• Distribution of department evaluations and questionnaires, training certifications.
• Assist with the training arrangement for three campuses.
Inherent requirements:
• A Bachelor's degree or an advanced dimploma/B Tech degree/postgraduate certificate on NQF Level 7 in an office management, administration or closely related field.
• Minimum of one (1) year relevant working experience related to the duties and responsibilities.
Recommendations:
• Experience within the higher education environment.
• Knowledge of university systems, policies, and procedures.
• Strong Administrative Skills.
Required competencies:
• Results Orientated:
- 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 focus on details, work towards perfection, and approach work in a neat and organised manner.
• 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 interact with others and establish personal connections with people.
- The ability to make decisions through consultation, collaboration and working with close supervision.
Assumption of duties:
01 July 2026 or As soon as possible.
Closing date:
12 June 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 7659 or email SejanamaneP@ufs.ac.za or Recruit@ufs.ac.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.
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