Senior Assistant Officer; post level 12

Senior Assistant Officer (post level 12) (Job )

Organizational Unit:
University of the Free State → Faculty of Economic and Management Sciences → Department Industrial Psychology

Contract Type:
Permanent

Occupational Level: Semi‑Skilled

Location:

Bloemfontein Campus - Bloemfontein, FS ZA (Primary)

Closing Date: 26/1/2026

KINDLY TAKE

NOTE:

Applications may only be submitted online through the official UFS vacancy website: - Applications submitted through any other platform will not be considered. The system allows a maximum of eight attachments. To avoid upload issues, we recommend merging some or all documents into fewer files before submitting.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED! To ensure your application is complete, you must submit ALL documents listed under the inherent requirements
, as well as the following standard documentation:

• A detailed Curriculum Vitae.
• Copies of your qualifications, or official proof of qualifications obtained (If you hold foreign qualifications, please include SAQA accreditation).
• A copy of your identity document (South African  passport for foreign nationals).
• Confirmation of employment in the form of a letter, appointment contract, service certificate, or recent payslip from your current or most recent employer (applicable to external applicants only).

• Provide secretarial and administrative support to the Head of Department (HOD).
• Provide an effective interface between the department and members of the University community, public, private and community organisations, and business and government sectors.
• Investigate complex queries and prepare responses/reports for the HOD.
• Maintain a pending system for following up previous correspondence and referring items to the HOD for follow-up action.
• Provide general administrative support to departmental academic staff for teaching and research activities.
• Coordinate scheduling, correspondence, and communication within the department.
• Responsible for the ordering of departmental stationery and day‑to‑day amenities.
• Maintain accurate and accessible departmental documentation and filing systems.
• Assist academic staff with travel bookings, reimbursement claims, and procurement.
• Coordinate room bookings and logistical arrangements for academic staff.
• Coordinate the departmental calendar and venue bookings for key departmental meetings
• Process departmental financial requisitions, purchase orders, and reimbursements in accordance with university policy.
• Purchase assets for the department, keep a record of all purchases, update the asset register and ensure that there are sufficient funds before purchasing.
• Monitor expenditure against the departmental budget and provide regular summary reports.
• Coordinate HR‑related documentation, including part‑time appointments, leave tracking, and claims.
• Maintain departmental inventory and oversee office logistics.
• Act as a first point of contact for postgraduate enquiries.
• Assist with postgraduate application processing.
• Assist and support the Programme Director and prospective and current postgraduate students with registrations and examinations.
• Be responsible for the coordination and quality control of the final submission of a mini dissertation for examination for all structured master’s students in the department.
• Coordinate the post‑examination process (handle final corrections and reports).
• Administer the arbitration process, if necessary.
• Provide support for graduation processes.
• Coordinate departmental marketing activities with the Faculty Marketing Office.
• Manage departmental web content and social media updates.
• Organise departmental participation in open days, seminars, and faculty events.
• Plan and organise departmental functions, workshops, and public & guest lectures.
• Prepare meeting documentation and maintain accurate records of departmental decisions and reports.
• Provide administrative support for departmental research activities.
• Capture and maintain departmental research data on the Research Information Management System (RIMS).
• Compile reports on departmental research outputs and activities.
• Coordinate the logistics for research seminars, conferences, and…