Department of Residence Affairs and Accommodation

Senior Officer: Residence Facilities (Department of Residence Affairs and Accommodation) Job Purpose Responsible for the coordination and supervision of residence services and facilities in the Student Residence buildings. Serve as the first point of contact for client services within the residence. Assist students and ensure that student administration is performed and completed according to departmental procedures. Supervise the residence cleaning staff within the residence environment. Ensure that all Occupational Health and Safety requirements are observed. Responsibilities Residence Facilities maintenance and operations coordination: Inspect the buildings/infrastructure for any defaults or maintenance work to be conducted; Record maintenance faults and register them on the work order system; Follow-up with the Department of Facilities Management and contractors to ensure that registered work orders/required maintenance/repair work is attended to within acceptable standards; Conduct inspection after the job/maintenance/repair work is done, to determine acceptable work standards and good quality of the repairs/installation/maintenance, and approve/reject such work. Where there is uncertainty, request the support of the Department of Facilities Management in assessing the quality of work; Ensure that hygienic standards are maintained in the residence environment before a student and/or guest occupies a room, during stay, and on exit; Ensure that the University policies, Occupational Health and Safety and Fire Hazard regulations are adhered to; Ensure that study areas and social spaces (including braai areas and outdoor residence facilities) are furnished and maintained accordingly; Conduct daily spot checks and quarterly inspection of rooms to ensure compliance with departmental standards; Conduct daily checking of security gates, electronic doors and roof access to ensure compliance; Ensure waste management is handled in line with protocols of the unit; Ensure that there are always spare keys for the locks, an updated keys register, and strict handling and safekeeping of the keys and master keys; Ensure that access doors, network points, perimeter access gates, alarms, intercoms, DSTV and other equipment are in working order; Provide feedback to students, Heads of Residence and House Committee on progress and completion of maintenance work, including emergencies; Administer and ensure the overall building readiness for occupation; Ensure that there is a stock of consumables and that consumables are issued to students; Student administration and placement: Update the students' registration status in residences - working closely with the Residence Placement Office (admissions to residence; transfers to other residences; and termination of residence placements); Supply room keys and file room occupation forms accordingly; Always ensure that departure forms are completed and room keys returned; Conduct room inspections, record any damages and charge/fine the student accordingly; Return the room occupation forms to placement office at the end of the year for audit purposes; Assist students, address complaints/queries, and provide student support and information; Supervision of the cleaning personnel: Supervision of cleaning staff and setting up cleaning schedules; Monitor work outputs; Train staff; Manage health and safety protocols; Asset management and maintenance: Manage and monitor asset movements and transfers, and maintain the asset register; Update the inventory lists/registers and submit them to the Assets and Stock Control Officer; Ensure that the laundry room equipment is in working order and is provided with the due supplies and consumables; Record and request replacement of broken assets, and where possible, record and submit details of students who may be liable for the cost of repairs; Liaise with the IT department for IT equipment, and ensure that all IT equipment is in working order; Oversee the overall maintenance of assets (e.g. servicing of assets); Client services: Serve as point of contact for client services; Provide student support and referrals to relevant points of contact; Share relevant and important information; Assist with student Open Days/Choose UP Days, welcoming day and other student programmes as and when needed; Contribute towards making the residence environment conducive to academic success and overall wellbeing as a space for Listening, Learning and Living (LLL), and overall student development; Ensure overall good and healthy working relations with the residence community (i.e. Heads of Residences, student leaders, students, visitors, etc.) while ensuring the overall wellbeing of the residence environment; Health and safety: Complete check on permitted (electrical) appliances that students may bring to residences; Monitor that there is no tampering with fire and other safety and security equipment and report non-compliance and violation; Conduct health and safety and security inspections and report non-compliance; Ensure that emergency evacuation plans are adhered to and implemented; Ensure communication with the relevant stakeholders regarding any security, health and safety hazards and risks; Monitor and report health and safety non-compliance by students, employees, maintenance workers and contractors in the residences; Administration during visitor accommodation and residence upgrading: Contribute to the process of upgrading and refurbishment; Supervise assistants; Control access; Contribute to upgrade specifications; Coordinate movement of furniture and storage; Conduct assessment of work completed and report defects. Minimum Requirements Relevant National diploma; A total of three years’ experience in: A client service environment and attending to enquiries; Supervising building maintenance and cleaning services; Knowledge and experience in health and safety within the accommodation environment; Administrative experience in a tertiary institution processes and workflow. Required Competencies Knowledge of: Occupational health and safety; Building maintenance; Basic accounting principles and application; Student financing, bursary and accounts protocols; University structures and student assistance. Technical competencies: Computer literate; Behavioural competencies: Ability to convey information clearly and concisely to groups or individuals either verbally or in writing to ensure that they understand the information and the message; Develop and maintain strong relationships with clients (those who buy goods and services, and for whom formal professional services are rendered) or customers (those who consume goods and services) by listening to the client/customer and understanding and responding to identified needs; Build and maintain ongoing, collaborative, working relationships with co-workers to achieve the goals of the work unit. Added Advantages and Preferences A certificate in Hospitality Management; Certificate in Basic Occupational Health and Safety; A minimum of three years’ experience in: The hospitality environment; An institution of higher education; A valid driver’s licence. In Applying For This Post, Please Attach A comprehensive CV; Certified copies of qualifications; Names, e‑mail addresses and telephone details of three referees whom we have permission to contact. Closing Date 26 November 2025 Enquiries Mr F Sinthumule – Email: (application‑related enquiries) Ms B Gopane – Email: (post‑content enquiries) EEO Statement The University of Pretoria is committed to equality, employment equity and diversity. In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference may be given, but is not limited to candidates from under‑represented designated groups. All candidates who comply with the requirements for appointment are invited to apply. Consent and Selection By applying for this vacancy, the candidates consent to undergo verification of personal credentials and related information including, but not limited to, qualifications, criminal record, credit record, current and historic disciplinary proceedings as part of the selection process. Other The University of Pretoria reserves the right to not fill the advertised positions. #J-18808-Ljbffr