University of the Free State Senior Assistant Officer: Department of History Jobs in South Africa

University of the Free State Senior Assistant Officer: Department of History Jobs in South Africa

Duties and responsibilities:

General administration:

  • Provide administrative support to the Head of Department and all staff members.

  • Type, copy, scan and/or file documents.

  • Handle general enquiries of students and staff members.

  • Responsible for meeting administration (agendas, minutes, and records).

  • Arrange events, functions, venues, and catering.

  • Organise travel and accommodation arrangements (national and international for staff members and visitors/guest speakers).

  • Assist with marketing of the department and modules.

  • Capture of research outputs on the Research Information Management System (RIMS)

  • Assist with the administration of new and/or contract appointments.

  • Assistant with the arrangements of shortlisting meetings and interviews.

    Financial administration:

  • Manage general financial matters and records in collaboration with the Head of Department.

  • Manage and monitor all entities of the department (including research entities of staff).

  • Manage and monitor the departmental budget and prepare financial statements.

  • Complete and submit claims, quotes and requisitions.

  • Order and purchase office supplies, stationery, and equipment.

  • Complete and submit service requests for maintenance and repairs.

  • Receive and distribute purchase orders and process invoices for payment.

  • Update the departmental asset on a regular basis.

    Academic administration:

  • Handle academic enquiries of students and staff members.

  • Manage tutors, departmental assistants and/or research assistants.

  • Manage all the communication to students.

  • Capture marks accurately on the UFS system (Gradebook) and keep record of departmental throughout rates.

  • Assist with the verification of class and exam timetables for the department.

  • Monitor the submission of study guides and/or examination question papers.

  • Submit orders for library books and manage the departmental book collection.

  • Assist with postgraduate applications and maintain postgraduate progress reports.

  • Organise workshops and seminars.

  • Liaise with the Teaching and Learning Manager of the Faculty as required.

  • Liaise with external examiners and submit claims for payment.

  • Regularly communicate with
    departmental research associates and manage their contracts.

    Inherent Job Requirements:

  • Grade 12 or National Vocational certificate on NQF Level 4 or a three-year National Diploma on NQF Level 6.

  • A minimum of One (1) year of relevant working experience relating to the duties and responsibilities.


  • Bachelor’s degree or equivalent on NQF level 7.

  • Post-school qualification relating to office administration and/or financial management.

  • Knowledge of and/or previous experience in the use of the UFS financial, academic (PeopleSoft) and research (RIMS) systems.

    Key Competencies:

    Results oriented.

  • 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 plan work and to follow plans.

    Business Acumen:

  • The ability to adhere to rules and strictly follow work regulations.

  • Proficient in using MS Office.


  • 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 interact with others and establish personal connections with people.

    How to Apply

    For more information and job application details, see; University of the Free State Senior Assistant Officer: Department of History Jobs in South Africa

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