Office Manager (post level 11) (Job ID: 6550

Job Title

Office Manager (post level 11) (Job )

Organizational Unit

University of the Free State ->
Faculty of Education ->
Office of the Dean:
Faculty of Education

Contract Type

Permanent

Occupational Level

Semi-Skilled

Location

Bloemfontein Campus - Bloemfontein, FS ZA (Primary)

Closing Date

12/8/2026

• Provide a professional service to the Dean’s office by attending to all telephonic, email, and other inquiries to the Dean.
• Provide an effective interface between the office of the Dean and members of the University community, public, private, and community organisations, and business and government sectors.
• Provide support to the Dean by dealing with or referring inquiries.
• Contact and liaise with internal and external visitors and staff members who enter the Dean’s office in a friendly and professional manner. This includes screening of visitors to the Dean’s office.
• Help other staff of the Dean’s office as and when required, to guide visitors, take messages, and make phone calls.
• Total management of the diary of the Dean, including setting up meetings with relevant departments, committees, or external stakeholders. Making, cancelling, or rescheduling appointments as needed to accommodate important commitments.
• Ensure that the diary is kept up to date.
• Compile the Dean’s daily programme, ensuring that he/she is familiar with it and that all the relevant documents are available.
• Alert the Dean to urgent and important matters on a day-to-day basis.
• Scrutinise and record details of all incoming mail, print out relevant messages, and prioritise according to urgency, and redirect inappropriately addressed mail to the correct quarter.
• Investigate complex queries and prepare responses/reports for the Dean.
• Maintain a pending system for following up previous correspondence and referring items to the Dean for follow-up action.
• Maintain confidentiality when dealing with sensitive and confidential information.

• Deal with general administration, including typing, dispatching faxes, emails, correspondence, reports, directives, schedules, references, and other documentation.
• Maintain a register of leave applications for other staff reporting to the Dean, including an overseas/special leave register of all Faculty staff.
• Ensure office compliance with safety regulations and arrange for maintenance and repairs when necessary
• Maintain a filing system.
• Monitor telephone accounts of staff reporting to the Dean and bring any discrepancies to his/her attention.

• Arrange travel and accommodation bookings for the Dean.
• Obtain and appraise quotes and process orders for all office requirements.
• Generate and process invoices and other payments relating to purchases, renewal of subscriptions, subsistence and travel, etc.
• Liaise with the Finance Department to transfer funds to the required allocation code.

• Bachelor’s degree or a 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 or closely related field.
• Minimum of two (2) years of relevant administrative experience.

• Three (3) years of relevant administrative experience.
• Knowledge of the People Soft system, especially Finance and Human Resources systems.
• Knowledge of the procedures of the Faculty and the University (including financial procedures, faculty and UFS rules, human resources policies and procedures, and budgeting processes).
• Understanding of staff management and leadership.

• Results Orientated:
• 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 plan work and to follow plans.
• Business Acumen:
• The ability to adhere to rules and strictly follow work regulations.
• Proficient in using MS Office.
• Leading:
• The ability to lead, take charge of situations, and offer opinions and directions to others.
• The ability to be cooperative with others, display a good-natured attitude and encourage…