Office Manager; Post level 11

Office Manager (Post level 11) (Job ) Duties and responsibilities

• General office operations (including secretarial and reception services)
• Provide administrative and secretarial support to the Senior Director:
  Communication and Marketing.
• Manage the Senior Director’s diary extensively by organising the daily/weekly/monthly commitments and ensuring that all the commitments are honoured.
• Coordinate and manage the Senior Director’s schedule, including appointments, meetings, and travel arrangements.
• Handle and prioritise incoming and outgoing communications, including emails, phone calls, and official correspondence.
• Receive and welcome visitors.
• Ensure that the office is adequately provisioned.
• Schedule meetings and appointments within the office.
• Organise the office layout and ordering stationery and equipment.
• Maintain the reception area in a neat and tidy state.
• Photocopy and print documents as required.
• Update the asset register in the office of the Senior Director.
• Maintain a filing system (maintain an organised filing system for departmental documents, reports, and correspondence).
• Report and control maintenance work in the office of the Senior Director, the reception area and the department’s offices in the North Block.
• Ensure the office premises are well‑maintained, organised, and equipped with necessary supplies and report maintenance to the Senior Director.
• Ensure that the latest publications of the UFS are exhibited in open areas of the Main Building and distribute correspondence to all stakeholders of the university.
• Ensure the work within the department is aligned with university procedures, processes, and policies.
• Arrange line meetings, staff meetings, and departmental management meetings, and meetings of the Reputation Management Committee. This includes compiling and distributing agendas, taking minutes and the distribution thereof, and filing the minutes on the appropriate platform for accurate record keeping, where applicable.
• Administer procurement of operational and capital items to enable efficient functioning in the Senior Director’s and North Block office.
• Maintain the department’s stock registers (including stationery).
• Coordinate workshops, functions, conferences, team building, etc, as per the requirements of the Senior Director and the department.
• Disseminate information internally and externally on behalf of the Senior Director, ensuring timely and accurate communication.
• Ensure that the booked venues comply with the Occupational Health and Safety protocols.
• Handle the department’s leave schedule on SharePoint.
• Arrange shortlisting meetings and interviews for vacancies in the Department of Communication and Marketing. This includes coordination of relevant documentation and liaising with the Department of Human Resources.
• Compile, administer, and distribute relevant reports for various committees and forums.
• Support projects/events/campaigns of the Department of Communication and Marketing, if and when needed.
• Maintain and update the master key register for the offices occupied by the department and the making of duplicate keys when needed.
• Responsible for creating requisitions and receiving quotations from vendors and service providers.
• Maintain a trusting and open relationship with the other departments within the UFS and with other stakeholders regarding the department’s operations.
• Interact with internal and external stakeholders, representing the Senior Director as necessary.
• Act as a liaison between the department and other business units at the university.
• Provide administrative support for departmental projects, including tracking timelines, milestones, and deliverables.
• Maintain awareness of industry trends and best practices.
• Professional development training to improve current skills and competencies and to obtain new skills and competencies for the position to remain competitive in the field of Communication and Marketing.
• Take part in continuous personal development and training. This is done by attending conferences, webinars and on‑the‑job training.

• Bachelor’s degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF Level 7 OR a 3-year National…