Senior Assistant Officer: Meeting Administration post level 12)

Organizational Unit University of the Free State -> Faculty of Health Sciences -> Office of the Dean: Faculty of Health Sciences Contract Type Permanent Occupational Level Semi-Skilled Location Bloemfontein Campus - Bloemfontein, FS ZA (Primary)

Closing Date 23/8/2026 Description PLEASE NOTE! INTERNAL ADVERT – ONLY APPLICANTS WHO ARE CURRENTLY EMPLOYED BY THE UNIVERSITY OF THE FREE STATE WILL BE CONSIDERED FOR THIS POST.

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:

• Assume responsibility for secretarial matters of various committees in the faculty and schools within the faculty when the need arises.
• Compile the agenda in collaboration with the chairperson, send it out electronically, and book the venue.
• Provide soft copies of the agenda material to the chairperson and set up the digital software for the meeting.
• During the meeting, keep minutes, including a register of decisions and correspondence to be handled.
• Compose minutes of the meeting according to the sound recording made during the meeting, paying special attention to necessary detail and summarising the discussions undertaken.
• Submit the completed minutes to the chairperson for approval within the set timeframe and distribute electronically to members.
• Handle all correspondence with regard to decisions to be disseminated in the faculty.
• Create and maintain an electronic index of all minutes on the faculty database.
• Compile a yearly calendar of all meetings to be held in the faculty.
• Assist with the comprehensive administration of committee elections - main elections every three years and bi-elections as necessary.
• Deal with all enquiries regarding the committees/meetings/decisions/approval processes.
• General office administration, e.g., typing, correspondence, meeting management, filing, record-keeping, the handling of telephonic and general enquiries.
• Assist with any ad-hoc administrative responsibilities when necessary.

Inherent requirements:

• Grade 12 or National Vocational Certificate on NQF Level 4.
• A minimum of one (1) years’ relevant administrative and committee secretariat experience.

Recommendations:

• A post-school qualification in Office Administration, Office Management or related field (attach a copy).
• Experience within the higher education environment.
• Knowledge of university systems, policies and procedures.
• Office Management (Agendas and Minutes taking) experience.
• Personal Assistant experience.

Competencies 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 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 using MS Office.
• Excellent communication and administrative skills.
• Good interpersonal and communication skills and the ability to function with ease in the University’s parallel-medium and multi-cultural working environment.
• Attention to detail and high level of accuracy.
• Highly organised individual.
• Excellent language and writing skills.

• Leading:

• The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

• Building Coalitions:

• The ability to be self-assured and at ease with people in all types of social situations.
• Good interpersonal and communication skills and the ability to function with ease in the University’s parallel-medium and multicultural working environment.

Assumption of duties:

01 September 2026.

Closing date:

23 August 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 2876 or email SeitlhekoLP@ufs.ac.za or Recruit@ufs.az.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.

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.