Senior Officer: Residence Facilities

3 weeks ago

Pretoria, South Africa University of Pretoria Full time

**UP Professional and Support**:
DEPARTMENT OF RESIDECE AFFAIRS AND ACCOMMODATION

SENIOR OFFICER: RESIDENCE FACILITIES (FOUR POSTS)

PEROMNES POST LEVEL 9- The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development._

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 leader

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