Assistant Officer: Registration (40 hours per week)(Contract appointment: 6 weeks)(80 positions) Job ID: 6236 – (1927)

The University of the Free State (UFS) is seeking to fill 80 Assistant Officer positions for Registration. This is a temporary, 6-week contract role, requiring 40 hours of work per week. If you’re a proactive individual with excellent customer service skills and a passion for assisting students, this opportunity is for you!

About the Role

As an Assistant Officer: Registration, you will be a key support member of the Student Academic Services team. Your main goal will be to guide and assist students through the registration process, ensuring their queries are handled efficiently and accurately. You will act as a primary contact, providing friendly and professional service across various communication channels.

What You’ll Be Doing (Key Responsibilities)

• Provide professional and friendly customer service in person, over the phone, and via email.
• Respond to student enquiries received through the Chatbot system.
• Use official FAQs, website information, and data sources to ensure consistent and accurate responses.
• Escalate complex complaints or non-standard queries to your team leader when necessary.
• Guide students through their registration process.
• Provide students with the correct forms needed for their requests and assist with completion.
• Collect required documentation from students/applicants for processing.
• Keep customers updated on the progress and feedback regarding their requests.
• Obtain necessary approvals from your team leader before carrying out specific processing tasks.
• Gather relevant documents and essential information from various sources to fulfil customer requests, preparing for any troubleshooting.
• Troubleshoot errors or complaints from customers and advise on appropriate resolutions.
• Assist with data capturing.
• Ensure adherence to all university policies, procedures, guidelines, and decisions.
• Verify the accuracy and completeness of all submitted forms and documents.
• Quality check documents and responses from back-office staff before feedback is given to the requester.
• Ensure queries are resolved and customers receive feedback or updates, aiming for a one-day turnaround time.

Where You’ll Work (Locations)

These positions are available at the Bloemfontein Campus (including South Campus) and the Qwaqwa Campus. When you apply, please clearly state in your cover letter which campus you are applying for.

Contract Information

• Contract Type: Temporary
• Duration: 6 weeks
• Working Hours: 40 hours per week
• Starting Date: 02 January 2026
• Salary: A fixed amount of R 11,513.50 per month.

Who We’re Looking For (Requirements)

Essential Requirements:

• A Grade 12 certificate (NQF Level 4) – please attach a copy.
• At least six (6) months of experience in a customer service or contact centre environment.
• You must NOT be a currently registered student.

Highly Recommended (Advantageous):

• A post-school qualification.
• Previous work experience in a Higher Education environment.
• A minimum of two (2) years of administrative work experience.

Key Skills & Competencies

To succeed in this role, you should demonstrate:

• Results Orientation: Ability to adapt to change, be reliable, responsible, and dependable.
• Strategic Thinking: Capable of handling multiple tasks, with a strong focus on detail and an organised approach to work.
• Business Acumen: Ability to strictly follow rules and regulations, proficient in using MS Office.
• Leading: High personal motivation, energy, and enthusiasm; able to take charge and guide others; cooperative and promotes teamwork.
• Building Coalitions: Self-assured and comfortable interacting with diverse people; able to make decisions collaboratively and under supervision.

How to Apply

Please Note: Applications must ONLY be submitted online through the official UFS vacancy website. Applications submitted via any other platform will not be considered.

Important: You must specify in your cover letter whether you are applying for a position at the Bloemfontein or Qwaqwa Campus.

The application system allows a maximum of eight attachments. To avoid any upload issues, we recommend merging some or all of your documents into fewer files before submitting.

Incomplete applications will NOT be considered!

Make sure your application includes ALL of the following documents:

• A detailed Curriculum Vitae (CV).
• A cover letter indicating your preferred campus location (Bloemfontein or Qwaqwa).
• Certified copies of your qualifications, or official proof of qualifications obtained. (If you have foreign qualifications, please include SAQA accreditation).
• A certified copy of your South African Identity Document (or passport for foreign nationals).
• Confirmation of your current or most recent employment (e.g., a letter, appointment contract, service certificate, or recent payslip) – this is for external applicants only.

Application Closing Date

The deadline for applications is 15 September 2025.

Enquiries

For any questions, you can contact UFS at 051 401 2979 or email JardineS@ufs.ac.za or Recruit@ufs.ac.za. You can also call 051 401 9813 / 9329 / 9848 for assistance.

General Information

The University of the Free State is committed to employment equity and diversity. Preference will be given to candidates from under-represented designated groups, including those with disabilities, in line with the University’s Employment Equity Plan. All personal information provided will be handled confidentially and in accordance with the Protection of Personal Information Act (POPIA).

UFS reserves the right not to fill this post. Only applications from candidates who meet all essential requirements will be considered. Communication will be limited to shortlisted candidates. If you do not hear back within six weeks of the closing date, please assume your application was unsuccessful.