Assistant Officer: Registration Assistants

2 weeks ago

Bloemfontein, South Africa University of the Free State Full time

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**Duties and responsibilities**:

- 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.
- **Leading.**:

- The ability to maintain high levels of personal motivation, energy and enthusiasm.
- The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.
- **Building coalitions**:

- The ability to be self-assured and at ease with people in all types of social situations.
- The ability to make decisions through consultation, collaboration and working with close supervision.

**Required Documents**
- 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**:
**General**:

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