Office Manager Post level 11)

Organizational Unit University of the Free State -> Vice- Chancellor and Principal -> Advancement -> Department of Communication and Marketing Contract Type Permanent Occupational Level Semi-Skilled Location Bloemfontein Campus - Bloemfontein, FS ZA (Primary)

Closing Date 15/7/2026 Description 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.

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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 office operations (including secretarial and reception services)

• Provide administrative and secretarial support to the Senior Director: Communication and Marketing.
• Manage the Senior Director’s diary extensively by organising the daily/weekly/monthly commitments and ensuring that all the commitments are honoured.
• Coordinate and manage the Senior Director’s schedule, including appointments, meetings, and travel arrangements.
• Handle and prioritise incoming and outgoing communications, including emails, phone calls, and official correspondence.
• Receive and welcome visitors.
• Ensure that the office is adequately provisioned.
• Schedule meetings and appointments within the office.
• Organise the office layout and ordering stationery and equipment.
• Maintain the reception area in a neat and tidy state.
• Photocopy and print documents as required.
• Update the asset register in the office of the Senior Director.
• Maintain a filing system (maintain an organised filing system for departmental documents, reports, and correspondence).
• Report and control maintenance work in the office of the Senior Director, the reception area and the department’s offices in the North Block.
• Ensure the office premises are well-maintained, organised, and equipped with necessary supplies and report maintenance to the Senior Director.
• Ensure that the latest publications of the UFS are exhibited in open areas of the Main Building and distribute correspondence to all stakeholders of the university.

General administration (including meeting administration)

• Ensure the work within the department is aligned with university procedures, processes, and policies
• Arrange line meetings, staff meetings, and departmental management meetings, and meetings of the Reputation Management Committee. This includes compiling and distributing agendas, taking of minutes and the distribution thereof, and filing the minutes on the appropriate platform for accurate record keeping, where applicable.
• Administer procurement of operational and capital items to enable efficient functioning in the Senior Director’s and North Block office.
• Maintain the department’s stock registers (including stationery).
• Coordinate workshops, functions, conferences, team building, etc, as per the requirements of the Senior Director and the department.
• Disseminate information internally and externally on behalf of the Senior Director, ensuring timely and accurate communication.
• Ensure that the booked venues comply with the Occupational Health and Safety protocols.
• Handle the department’s leave schedule on SharePoint.
• Arrange shortlisting meetings and interviews for vacancies in the Department of Communication and Marketing. This includes coordination of relevant documentation and liaising with the Department of Human Resources.
• Compile, administer, and distribute relevant reports for various committees and forums.
• Support projects/events/campaigns of the Department of Communication and Marketing, if and when needed.
• Maintain and update the master key register for the offices occupied by the department and the making of duplicate keys when needed.
• Responsible for creating requisitions and receiving quotations from vendors and service providers.

Stakeholder engagement

• Maintain a trusting and open relationship with the other departments within the UFS and with other stakeholders regarding the department’s operations.
• Interact with internal and external stakeholders, representing the Senior Director as necessary.
• Act as a liaison between the department and other business units at the university.
• Provide administrative support for departmental projects, including tracking timelines, milestones, and deliverables.

Professional development

• Maintain awareness of industry trends and best practices.
• Professional development training to improve current skills and competencies and to obtain new skills and competencies for the position to remain competitive in the field of Communication and Marketing.
• Take part in continuous personal development and training. This is done by attending conferences, webinars and on-the-job training.

Inherent requirements:

• Bachelor’s degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF Level 7 OR a 3-year National Diploma on NQF Level 6 in Office Management/Administration, Business Administration, Public Management or a related field.
• Minimum of two (2) years relevant working experience relating to the duties and responsibilities.

Recommendations:

• Three (3) years’ relevant working experience relating to the duties and responsibilities.
• Strong organisational, planning and multitasking abilities.
• Excellent communication and interpersonal skills.
• Attention to detail and a proactive approach to problem-solving.
• Ability to maintain confidentiality and professionalism.
• Effective office and administration management skills.
• Extensive diary management and scheduling experience.
• Ability to handle tasks promptly and accurately.
• Ability to function independently.
• Knowledge of university systems, policies, and procedures.
• Work experience in the higher education environment.
• Understanding of the provisions of relevant legislation and protection of information and confidentiality.

Competencies Required competencies:

• Results Orientated:
• The ability to set high standards, establish tough goals, and to work to achieve success.
• The ability to cope with a frequently changing environment and to adapt to evolving situations.

• 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 lead, take charge of situations, and offer opinions and directions to others.

• Building Coalitions:

• The ability to negotiate, sell, influence and to persuade others.
• The ability to be self-assured and at ease with people in all types of social situations.

Assumption of duties:

As soon as possible.

Closing date:

15 July 2026

Salary:

The annual remuneration package, including benefits is R 464,881.91– R 585,070.51, depending on the budget