Snr Officer: Res Facilities

**UP Professional and Support**:
DEPARTMENT: RESIDENCE AFFAIRS AND ACCOMODATION

POST TITLE: SENIOR OFFICER: RESIDENCE FACILITIES (3x positions)

PEROMNES POST LEVEL: 009- 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:
Oversee and coordinate the provision of residence services and management of facilities within the Student Residence buildings. Act as the primary point of contact for all client service matters within the residence. Provide support to students and ensure that all student administrative processes are executed accurately in line with departmental procedures. Supervise residence cleaning staff to maintain a safe, clean, and welcoming environment. Ensure strict compliance with all Occupational Health and Safety standards:
**Responsibilities**:

- Conduct regular inspections of buildings, infrastructure, and residence facilities to identify defects, maintenance needs, and compliance with university policies, Occupational Health and Safety, and Fire Hazard regulations;
- Assess and verify the quality of completed maintenance or repair work through inspections, approving or rejecting outcomes as necessary, and engaging Facilities Management for support where uncertainty arises;
- Maintain high hygienic standards in residence environments by ensuring cleanliness and readiness of rooms and shared facilities before occupancy, during student or guest stays, and after exit;
- Perform routine checks—daily spot checks, quarterly room inspections, and monitoring of security gates, electronic doors, and roof access points—to safeguard facilities, uphold standards, and maintain functional study, social, and outdoor spaces;
- Ensure effective facilities and asset management by overseeing waste disposal in line with protocols, maintaining updated key control systems, safeguarding access security, and ensuring that all infrastructure and equipment (doors, gates, networks, alarms, intercoms, DSTV, etc.) are fully operational at all times;
- Efficiently manage student residence administration by updating registration statuses, processing admissions, transfers, and terminations, issuing and retrieving room keys, and ensuring the proper filing and auditing of all residence occupation and departure forms;
- Conduct regular room inspections, record and process damages or fines, identify storage solutions for students’ personal items, and coordinate archive storage with relevant divisions, ensuring compliance with university and DHET norms and standards;
- Provide frontline support to students by addressing complaints, handling queries, offering guidance, and ensuring access to necessary resources while maintaining a student-centered approach that fosters wellbeing and academic success;
- Lead and coordinate cleaning teams by setting schedules, monitoring daily attendance, managing absenteeism, punctuality, and staff morale, approving leave, resolving conflicts, and supporting disciplinary or investigative processes. Provide guidance on institutional policies, standards, and expectations to ensure staff compliance and performance improvement;
- Organize and facilitate relevant staff training on cleaning equipment, chemical usage, and safety procedures to prevent wastage, enhance operational efficiency, and promote staff professional development. Conduct performance appraisals and maintain staff performance agreements to encourage continuous improvement;
- Manage and monitor all assets, including IT and laundry equipment, ensuring proper maintenance, inventory updates, and accountability for damages, while coordinating repairs and upgrades in line with institutional standards;
- Oversee contractors, architects, and project managers during site visits, assist in compiling scopes of work, and conduct snag inspections to ensure residences meet DHET norms and standards;
- Assist with student engagement initiatives, including Open Days, Welcoming Day, and other programmes, while fostering a residence environment that promotes holistic student development, wellbeing, and the Listening, Learning, and Living (LLL) ethos;
- Ensure the safety, security, and wellbeing of the residence environment by conducting regular inspections of electrical appliances, fire and safety equipment, and overall health and safety compliance, while reporting any non-compliance or violations and ensuring adherence to emergency evacuation plans;
- Maintain effective communication and collaborative relationships with all residence stakeholders, including Heads of Residences, student leaders, students, and visitors, to proactively manage hazards, mitigate risks, and promote a safe, healthy, and harmonious living environment;

MINIMUM REQUIREMENTS:

- Relevant National Diploma (NQF 6);
- Three years of experience in the following:

- Client service environments, including handling enquir