Office Manager; Post level 11

Job Title:

Office Manager (Post level 11) (Job ) Contract Type:
Permanent

Location:

Bloemfontein Campus, Bloemfontein, FS ZA (Primary) Closing Date: 15 July 2026

• Provide administrative and secretarial support to the Senior Director:
  Communication and Marketing.
• Manage the Senior Director’s diary extensively by organising daily, weekly and monthly commitments and ensuring all 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 order 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 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; report maintenance to the Senior Director.
• Ensure the latest publications of the UFS are exhibited in open areas of the Main Building and distribute correspondence to all university stakeholders.
• Ensure work within the department is aligned with university procedures, processes and policies.
• Arrange line meetings, staff meetings, departmental management meetings and meetings of the Reputation Management Committee, including compiling and distributing agendas, taking minutes and filing them on the appropriate platform.
• 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 and team building events 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 booked venues comply with 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, including coordination of documentation and liaison with Human Resources.
• Compile, administer and distribute relevant reports for various committees and forums.
• Support projects, events and campaigns of the Department of Communication and Marketing when needed.
• Maintain and update the master key register for the offices occupied by the department and handle duplicate key creation when needed.
• Responsible for creating requisitions and receiving quotations from vendors and service providers.
• Maintain trusting and open relationships with other UFS departments and 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.
• Participate in continuous personal development and training, including conferences, webinars and on‑site training.

• Bachelor’s degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF Level 7 OR a 3‑year National Diploma on NQF Level 6 in Office Management/Administration, Business Administration, Public Management or a related field.
• Minimum of two (2) years relevant working experience relating to the duties and responsibilities.
• Three (3) years’ relevant working experience relating to the duties and responsibilities.
• Strong organisational, planning and multitasking abilities.
• Excellent communication and interpersonal…