Assistant Officer: Registration Assistants

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Job Title: Assistant Officer: Registration Assistants (post level 13) (Contract appointment: 6 weeks, 40 hours per week) x 90 positions

Organizational Unit: University of the Free State -> Registrar -> Deputy Registrar: Student Academic Services -> Student Academic Services -> Students Service Center and Registration: Contract Type

Contract

Occupational Level: Semi-Skilled

Location: Bloemfontein Campus – Bloemfontein, FS ZA (Primary)

Qwaqwa Campus – Qwaqwa, FS ZA

South Campus – Bloemfontein, FS ZA

Closing Date: 26/9/2024

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. 

NB: APPLICANTS ARE KINDLY ASKED TO SPECIFY IN THEIR APPLICATION LETTERS WHETHER THEY ARE APPLYING FOR A POSITION LOCATED IN BLOEMFONTEIN OR QWAQWA

Duties and responsibilities:

  • Provide professional, friendly customer service via email, face-to-face, and telephone and ensure that queries are dealt with.
  • Deal with enquiries via Chatbot.
  • Make use of the library of FAQs, website information and data sources in order to ensure consistent and accurate responses.
  • Escalate complaints or non-standard queries to the appropriate team leader.
  • Provide registration guidance to students during the registration process.
  • Provide students with the required forms to be completed to fulfil their requests.
  • Assist with the completion of relevant documents.
  • Collect relevant documentation from students/ applicants (depending on the request) for processing.
  • Communicate progress and feedback on requests to customers.
  • Obtain the required approval from the team leader before processing certain tasks.
  • Collect relevant documents from various sources (system, back-office, other divisions) and gather essential information, including required forms and supporting documentation, to fulfil customer requests received, all while preparing for troubleshooting.
  • Troubleshoot errors/complaints received from customers to advise on appropriate action to resolve data queries. 
  • Assist with data capturing.
  • Enforce adherence to policies, procedures, guidelines, and decisions to guarantee compliance.
  • Verify the accuracy and completeness of forms and documents submitted for processing.
  • Quality assure documents and responses received from the back-office staff within SAS to ensure the correctness thereof before signing off/providing feedback to the requester.
  • Ensure the query is resolved and the customer has received feedback or update.
  • Ensure at least one day turnaround time in response to the customer.

Inherent Job Requirements:

  • Grade 12 or NQF Level 4.
  • A minimum of six (6) months experience in a customer service or contact centre environment.
  • Applicants must not be students.​​​

Recommendations:

  • A post-school qualification.
  • Minimum of two (2) years administrative work experience.

Competencies

Key Competencies:

  • Results-oriented.
  • 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 focus on details, work towards perfection, and approach work in a neat and organised manner.

Business Acumen:

  • The ability to adhere to rules and strictly follow work regulations.
  • Proficient in using MS Office.

Required Documents

Please ensure that all relevant documentation is attached to your application. 

•    A detailed curriculum vitae and cover letter. 

•    Copies of qualifications (please provide the SAQA accreditation in the case of foreign qualifications).

•    A copy of your identity document (ID or passport in the case of foreign nationals).

•    Proof of registration with a Professional Body (if applicable).

•    A copy of your driver’s license (if applicable).

•    Confirmation of employment from current employer / last employer if unemployed (only applicable to external applicants).

Assumption of duties:: 02 January 2025.

Closing date:26 September 2024.

Salary:

The salary is a fixed amount of R 10 839.25 per month.

Enquiries:

For enquiries, please feel free to contact me at 051 401 9813 or email at PhokaR@ufs.ac.za. Additionally, kindly contact 051 401 2979/ 9810/ 9814/ 7659/ 9848 for assistance.

Apply Here

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