Office Manager (Post Level 10/11): Office of the Dean (Job ID: 6677)

Duties and responsibilities:

General Office Administration

• Manage the diary of the Dean and arrange meetings, etc.
• Responsible for conducting weekly planning with the Dean, prioritising assignments according to level of importance.
• Coordinate the diary with the UFS Calendar.
• Arrange meetings and refreshments when required.
• Arrange all travel and accommodation arrangements for the Dean.
• Manage and implement administrative steps to ensure the effective running of the office.
• Order stationery, provisions and equipment.
• Report all repairs that need to be done to the office.
• Responsible for doing internet searches when necessary.
• Complete leave and special leave forms for the Dean.
• Perform all other aspects of administrative work, e.g. typing, filing, photostats, ordering flowers etc.
• Complete requisitions.

Client support

• Receive and make phone calls, receive and send out mail, faxes and e-mails.
• Correspond  with Top Management, Heads of Schools, Heads of Department, Internal staff members and external stakeholders.
• Handle all other correspondence/inquiries received.

Documentation / Records

• Keep records of all mails received and sent.
• Handle all leave forms for the Dean and keep records of all leave forms signed by the Dean.
• Keep records of all purchase orders received.

Financial Administration

• Responsible for journal transfers and all claim forms.

Inherent Job Requirements:

• Bachelor’s degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7 or a three-year National Diploma on NQF Level 6 in Office Management, Office Administration or a related field.
• A minimum of two (2) years of relevant working experience in the Higher Education Sector.

Recommendations:

• Knowledge of Finance and Human Resources systems, policies and procedures.

Deadline:9th November,2026