Senior Assistant Officer: Secretary (Post Level 12) Assistant Director: Head of Executive Education (Post Level 7)

Free State, Full Time

About the Job
Duties and responsibilities:
Perform administrative and secretarial tasks, including but not limited to:

Receive, organise, dispatch and file documentation.
Scan documents and send e-mails.
Type official correspondence.
Responsible for travel logistics (accommodation bookings, car-hire, flights).
Responsible for meeting logistics and document preparation and administration for meetings (compile Agenda and Minutes).
Follow-up and provide feedback on tasks arising at internal meetings.
Receive guests and arrange refreshments for guests.
Order office supplies, e.g. stationery, printer cartridges, etc.
Assist with the general neatness of the Director’s office.
Report defective equipment for repair to physical resources and follow-up on job requests.
Handle telephone enquiries
Liaise internally and externally with parties outside the University.
Handle queries of students and direct them to the responsible person/s within the Business School.

Inherent requirements:

Grade 12
Minimum of one (1) year’s relevant working experience in the UFS environment.


Proven experience in working with the UFS systems.
An NQF Level 7 qualification.

Required 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 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.


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 be sensitive and understanding to the needs and feelings of others.
The ability to interact with others and establish personal connections with people.

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