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Senior Assistant Officer Vacanies –University of the Free State

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Job Title: Senior Assistant Officer (post level 12): Job ID 5298

Organizational Unit: University of the Free State -> Faculty of Health Sciences -> School for Allied Health Professions -> Department Physiotherapy

Contract Type: Permanent

Occupational Level: Semi-Skilled

Location: Bloemfontein Campus – Bloemfontein, FS ZA (Primary)

Minimum Requirements:

  • Grade 12 or national vocational certificate on NQF Level 4.
  • A minimum of one (1) year experience in a higher education administrative position.

Recommendations:

  • Tertiary qualification in administration or any other relevant study area.
  • Experience of the UFS financial, academic (PeopleSoft) and research (RIMS) systems.

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. 

Duties and responsibilities:

  • General office management and administration:
  • Manage the general telephone and email line to the department, handle email and other correspondence, manage queries and distribute information.
  • Ensure continuous functioning of the department while staff is in the clinical area. Order and distribute office supplies (stationary, consumables, cleaning materials).
  • Supervise the cleanliness and general neatness of the building and lecture venues, and laisse with cleaning staff.
  • Arrange catering for departmental functions, undergraduate research days etc.
  • Submit and manage service requests (including reporting faults, repair work and general maintenance).
  • Type and prepare the agendas and take minutes of the meetings of the Department of Physiotherapy, distribute these to the academic staff and organise and keep the records of the minutes and related documents up to date.
  • Supervise and liaise with messengers and assistants of the School of Health and Rehabilitation Sciences.
  • Arrange travel and accommodation arrangements (national and international) for staff members.
  • Coordinate postal and courier requirements.
  • Facilitate security measures as well as Health and Safety measures within the department. 
  • Manage allocation of venues within the department for meetings, functions and tutors.
  • Maintain administrative records as required by the University and the HPCSA. Coordinate representative-interactions with students and physiotherapists.
  • Manage waste paper.
  • Manage and capture the attendance and absenteeism of students for lectures and clinical hours on Excel. Alert the year coordinator if students are not within the parameters of class attendance for further management. Contribute to community projects with the department specifically related to Physiotherapy.

Financial administration:

  • Manage financial matters in collaboration with the Head of Department
  • Submit employee claims, ad hoc claims and F1 forms, and job requests. Handle all purchases and orders via university requisitions.
  • Monitor all entities of the department and prepare financial statements for all meetings as required.
  • Perform general administrative support including obtaining quotations, obtaining electronic requisitions and finalising all purchases as well as all other departmental claims.
  • Order and check equipment/apparatus bags of 1st year students. Follow-up with supplier regarding delivery.
  • Assist academic staff as needed including payments to and from their entities.

Closing Date: 28 June 2023

Salary:

The annual remuneration package, including benefits is R354 408.50 – R444 721.26 per annum, depending on the budget available for the position, relevant work experience and qualifications.

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