Job Title: Assistant Officer (post level 13) : Legal Services and Student Discipline and Mediation (Job ID 4776)
Organizational Unit: University of the Free State -> Registrar -> Deputy Registrar: Legal Services and Compliance -> Office of the Deputy Registrar: Legal Services and Compliance
Contract Type: Permanent
Occupational Level: Semi-Skilled
Location: Bloemfontein Campus – Bloemfontein, FS ZA (Primary)
Closing Date: 27/9/2022
Description
KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll. Applications submitted through any other platform will not be considered.
Duties and responsibilities:
• Provide an effective interface between the Office of Legal Services, Student Discipline and Mediation (SDM) and members of the University community, public, private sectors as well as government sectors.
• Ensure that necessary documentation is available to the Assistant Director: Legal and SDM for meetings/appointments.
• Draft, format, edit and amend legal documents/reports and open complaint files as requested.
• Implement and keep the disciplinary case register updated.
• Maintain a pending system for follow-up of previous correspondences and forward items to the Assistant Director: Legal Services and SDM for follow-up action.
• Arrange for asset maintenance and repairs when necessary.
• Develop and maintain effective systems for the storage and retrieval of information and documents as per POPIA.
• Procure and adapt computerised information to meet office support and management needs for record keeping and correspondence.
• Serve as resource person to staff in utilising system for projects, on-going information processing, and case management functions.
• Arrange all travel and accommodation bookings for the Officers of the SDM.
• General office administration including organising departmental team meetings, minute taking, accurate management of electronic diary, scheduling of meetings and update of diary at all times.
• Monitor the entities of the Assistant Director: Legal Services and SDM to ensure there is sufficient budget and assist with management of budget.
• Obtain quotes and process orders for equipment, stationary and all other office requirements and record keeping of all purchases made.
• Create requisitions for catering, venue booking, travelling amongst others.
• Process invoices and other payments relating to purchases.
• Arrange for journal transfers when necessary.
• Keep financial register updated for Adhoc claims of interpreters/external panel service providers (Monitor capped amounts).
Inherent Job Requirements:
• Grade 12 or National Vocational Certificate on NQF level 4.
Recommendations:
• Three (3) year National Diploma on NQF level 6 or Bachelor’s degree / Advanced Diploma / B.Tech degree on NQF level 7 in office management or administration.
• Two (2) to three (3) years’ working experience related to the duties and responsibilities.
Competencies
Key Competencies:
• Results Orientated
o The ability to stick with tasks, not give up, and overcome obstacles in completing one’s task.
o The ability to be reliable, responsible, dependable and to fulfil obligations.
• Strategic Thinking
o The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.
o The ability to plan work and to follow plans.
• Business Acumen
o The ability to adhere to rules and strictly follow work regulations.
o Proficient in the use of MS Office and MS Outlook.
o In-depth knowledge and experience in word-processing, PowerPoint and Microsoft Excel (spreadsheets) and Outlook
o Understanding/knowledge higher education policies and procedures
o Ability to determine work priorities
• Leading
o The ability to maintain high levels of personal motivation, energy and enthusiasm.
o The ability to be cooperative with others, display a good-natured attitude, and encourage people to work together.
• Building Coalitions
o The ability to interact with others and establish personal connections with people.
o The ability to make decisions through consultation, collaboration, and working with close supervision.
Required Documents
Please ensure all relevant documentation is attached to your application. INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.
*Certified copies must not be older than 6 months
• A detailed curriculum vitae and cover letter;
• Certified copies (not older than 6 months) of qualifications (please provide the SAQA accreditation in the case of foreign qualifications);
• A certified copy (not older than 6 months) of your identity document (ID).
• Proof of registration with a Professional Body (if applicable).
• A copy of your driver’s license (if applicable).
• A service record of your current employer / last employer (only applicable to external applicants).
Assumption of duties:
1 November 2022
Closing date:
27 September 2022
Salary:
The annual remuneration package, including benefits is R198 670.72 – R333 081.64 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 and study benefits.
Enquiries:
For enquiries, please feel free to contact me at 051 401 9813 or email at [email protected] or [email protected]. Additionally, kindly contact 051 401 2979 / 9810 / 9814 for assistance.
General:
The University reserves the right not to fill the post. The University subscribes to and applies the principles prescribed by the Employment Equity Act. Preference will be given to candidates from the designated groups, in accordance with the principles of the aforementioned act and the employee profile of the specific department/division.
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 given to candidates from the under-represented designated groups including candidates with disabilities. Our Employment Equity Policy is available at : https://ufsacza.sharepoint.com/:b:/r/sites/supportservices/hr/Employment Equity/EEA13_EE Plan UFS 1 March 2022 (003).pdf?csf=1&web=1&e=TjtoXH
The University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to the University will be treated as confidential and processed in accordance with the rights provided to data subjects under POPIA.
The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications, you may assume that your application was unsuccessful.