Senior Assistant Officer: Meeting Administration (post level 12) (Job ID: 6565

Senior Assistant Officer:
Meeting Administration (post level 12) (Job ) - (2252)

Job Title

Senior Assistant Officer:
Meeting Administration (post level 12) (Job )

Organizational Unit

University of the Free State ->
Faculty of Health Sciences ->
Office of the Dean:
Faculty of Health Sciences

Contract Type

Permanent

Occupational Level

Location

Closing Date

23/8/2026

Description

• Assume responsibility for secretarial matters of various committees in the faculty and schools within the faculty when the need arises.
• Compile the agenda in collaboration with the chairperson, send it out electronically, and book the venue.
• Provide soft copies of the agenda material to the chairperson and set up the digital software for the meeting.
• During the meeting, keep minutes, including a register of decisions and correspondence to be handled.
• Compose minutes of the meeting according to the sound recording made during the meeting, paying special attention to necessary detail and summarising the discussions undertaken.
• Submit the completed minutes to the chairperson for approval within the set timeframe and distribute electronically to members.
• Handle all correspondence with regard to decisions to be disseminated in the faculty.
• Create and maintain an electronic index of all minutes on the faculty database.
• Compile a yearly calendar of all meetings to be held in the faculty.
• Assist with the comprehensive administration of committee elections - main elections every three years and bi-elections as necessary.
• Deal with all enquiries regarding the committees/meetings/decisions/approval processes.
• General office administration, e.g., typing, correspondence, meeting management, filing, record-keeping, the handling of telephonic and general enquiries.
• Assist with any ad-hoc administrative responsibilities when necessary.

Inherent requirements:

• Grade 12 or National Vocational Certificate on NQF Level 4.
• A minimum of one (1) years’ relevant administrative and committee secretariat experience.

Recommendations:

• A post-school qualification in Office Administration, Office Management or related field (attach a copy).
• Experience with in the higher education environment.
• Knowledge of university systems, policies and procedures.
• Office Management (Agendas and Minutes taking) experience.
• Personal Assistant experience.

Required competencies:

• 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 focus on details, work towards perfection, and approach work in a neat and organised manner.
  • 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.
  • Excellent communication and administrative skills.
  • Good interpersonal and communication skills and the ability to function with ease in the University’s parallel-medium and multi-cultural working environment.
  • Attention to detail and high level of accuracy.
  • Highly organised individual.
  • Excellent language and writing skills.
• Leading:
  • The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.
• Building Coalitions:
  • The ability to be self-assured and at ease with people in all types of social situations.
  • Good interpersonal and communication skills and the ability to function with ease in the University’s parallel-medium and multicultural working environment.

Assumption of duties: 01 September 2026.

Closing date: 23 August 2026

Salary:
The annual remuneration package, including benefits is R  – R per annum, depending on the budget available for the position, relevant work experience and qualifications.

Fringe benefits: (Subject to specific conditions):

• pension scheme
• medical aid scheme
• group life insurance
• housing allowance
• leave and sick leave
• service bonus
• study benefits

The UFS is a designated employer and is committed to the pursuit of excellence, diversity, and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be…